Activate QuickBooks Desktop Enterprise Payroll Subscription

To activate QuickBooks Desktop Enterprise Payroll Subscription, users need to first purchase the subscription online, by phone or from a retail store and get a 16 – digit service key. Then enter the service key and update the  payroll status as “Active”.

The payroll activation key for QuickBooks Desktop Enterprise is linked to an annual subscription.There is an annual subscription required for the payroll activation key for QuickBooks Desktop Enterprise.

If you are using Enhanced Payroll, which comes with the Enterprise Gold & Platinum versions, you must renew it each year.

For Assisted Payroll (included with QuickBooks Enterprise Desktop Diamond), a fee is charged per employee for each pay period in addition to the annual subscription.

However, your payroll service is already activated. Enhanced Payroll requires annual renewal, while Assisted Payroll does not incur a separate annual subscription fee. However, it does have ongoing per-employee costs.

QuickBooks Desktop Enterprise has in-built payroll features such as:

• E-filling for tax forms
• Automatic tax calculation 
• Free Direct Deposit
• Detailed reporting options
• Unlimited Employee Management – online employee portal

Steps to Activate QuickBooks Desktop Enterprise Payroll Subscription

Step 1: Purchase Service Key

If you purchased the payroll subscription from Intuit, the 16-digit service key should be emailed to you. If not, please check your junk or spam folder or use our automated Service Key Retrieval tool by signing in to your Intuit Account.

If you have purchased the payroll subscription from a retail store, the service key is on the box. Your license and product info are on a yellow sticker inside the CD folder.

Step 2: Activate your Payroll Subscription

If the payroll subscription is purchased from Intuit:

• Step: Open your QuickBooks Desktop company file. 
• Step: Click on Employees, then select Payroll. 
• Step: Select “Enter Payroll Service Key“. 
• Step: Select “Add“. 
• Step: Now, enter your 16 – digit service key. 
• Step: Select Next, then Finish. 
• Step: Wait for the new Tax Table to be downloaded completely. 
• Step: Verify your payroll service status is Active.

If the payroll subscription is purchased from Retail store:

• Step: Open your QuickBooks Desktop company file. 
• Step: Click on Employees, then click on Payroll. 
• Step: Select Install Payroll from Box.
• Step: Now, mention the Payroll License and Product Information in the Payroll Activation page.
• Step: Hit Continue. 
• Step: Follow the on-screen steps to complete your payroll activation, including entering your 16 – digit service key. 
• Step: Verify your payroll service status is Active.

Step 3: Complete your Payroll Setup Tasks

In these tasks, you will add your employees, set up federal and state payroll taxes, and enter any paychecks and tax payments made this year.

1. Step: Click on Employees, then click on “Payroll Setup“. 
2. Step: Follow the on-screen steps:
   • To add your employees
   • Set up your company payroll items and taxes
   • Enter pay history (if applicable).

How to Add Employees in QuickBooks Desktop Enterprise?

In this, you’ll enter employee info and can invite them to add their own details via QuickBooks Workforce if using QuickBooks Desktop Payroll Enhanced.

The information needed from each employee are:

• Birth date
• Hire date
• Pay date
• Completed Form W-4 
• Any state equivalent forms (if applicable)
• Any paycheck deductions such as contributions to insurance, retirement, or wage garnishments
• Bank account or pay card info for direct deposit (if applicable)
• Sick, vacation, PTO accrual rates and balance (if applicable)

Steps to Add Employees Under the Payroll Setup in QuickBooks Desktop Enterprise

1. Step: Click on the “Employees” menu and choose “Employee Centre.”
2. Step: Click on “New Employee” and write the employee’s information, such as:
   • Personal Information: First and last name, and Social Insurance Number (SIN).
   • Address & Contact: Home address and email address for employee access to pay stubs and T4s/Relevé-1s online.
   • Additional Information: No required fields.
   • Payroll Information: Pay schedule, type and rate, taxes, deductions, sick/vacation policies, and direct deposit if needed.
   • Employment Information: Hire date.
3. Step: Select OK.

How to Set Up Company Items in QuickBooks Desktop Enterprise?

In this, you can select from a preset list of pay items, insurance benefits, and retirement deductions or create custom items.

After setting up your payroll items and time off, use the “Assign to Employees” button to apply them to multiple employees at once.

1. Step: Go to the Lists menu and then click on Payroll Item List
2. Step: Click Payroll Item > New. 
3. Step: Choose Custom Setup, select Company Contribution, name it, and enter the agency, account number, and expense account. 
4. Step: Select Tax Tracking Type and finish the wizard.

How to Set Up Taxes in QuickBooks Desktop Enterprise?

In this, add your federal and state payroll tax information. If using QuickBooks Desktop Payroll Enhanced, you can pay taxes electronically.

Info needed:

• State tax rates (unemployment, surcharges, disability, family leave, etc.)
• State withholding/unemployment account numbers (register with state agencies)
• Federal and state deposit frequencies
• Federal Employer Identification Number (FEIN)

How to Enter/Add Pay History in QuickBooks Desktop Enterprise?

1. Step: Launch the QuickBooks application.  
2. Step: Go to Employees > Payroll Setup > Payroll History.  
3. Step: Choose “Yes, have paid employees in 2025” and click “Continue.”  
4. Step: Decide on consolidating paychecks (Yes or No) and click “Continue.”  
5. Step: Pick the employee and click “Edit payroll history.”  
6. Step: Enter Paycheck Amounts:
7. Step: Enter total paycheck amounts by quarter if consolidated; otherwise, input individual amounts with dates for the current quarter.  
8. Step: Input tax and non-tax amounts for each quarter in the respective columns.  
9. Step: Click “Save” after each entry.  
10. Step: Perform steps 6-8 for all paid employees.  
11. Step: Once all entries are completed, proceed with setting up payroll.

How to Reactive your Payroll Subscription, When you Migrate from one QuickBooks Desktop to QuickBooks Desktop Enterprise?

Here the basic assumption is that the previous version of the QuickBooks Desktop which you have been using earlier already has Payroll – activated and valid. Now, you have migrated from one QuickBooks Desktop to QuickBooks Desktop Enterprise.

Steps to Reactive Your Payroll Subscription

After migrating, you’ll need to re-enter the service key to activate your payroll service. To do this, you’ll need your Employer Identification Number (EIN). You can obtain your service key using the Automated Service Key/Disk Delivery Key Tool and then proceed to re-enter it.

1. Step: Close all company files and restart your computer. 
2. Step: Open QuickBooks, go to Employees, select My Payroll Service, and then Manage Service Key. 
3. Step: Verify that your Service Name and Status are Active. 
4. Step: Click Edit to check the service key number; update if necessary. 
5. Step: Select Next, uncheck Open Payroll Setup, and hit Finish to download the payroll update.

This process will re-activate your QuickBooks Desktop Pro or Premier payroll subscription in the new Enterprise version so you can continue running payroll without any interruptions.

How to Remove EIN from your Payroll Subscription?

You can remove an EIN from your payroll subscription if you no longer need access to the associated company file.

1. Step: Click on Employees, then select “My Payroll Service”.
2. Step: Click on the Account/Billing Information. 
3. Step: Sign in with the email associated with your payroll account.
4. Step: Select Payroll Details, then Manage EIN.
5. Step: Under Manage EIN, you’ll see the list of EINs. 
6. Step: Select the EIN of the company file you don’t need access, then select Remove. 

Tips for a Smooth Payroll Subscription for QuickBooks Desktop Enterprise

How to Activate QuickBooks Desktop Enterprise Payroll Without Internet

QuickBooks Desktop Enterprise Payroll typically requires an internet connection for activation and updates. However, if you prefer offline functionality, you can switch to Manual Payroll mode and manage payroll without ongoing internet access or an active subscription.

Here’s how to do it:

1. Enable Manual Payroll
   Go to:
   Edit > Preferences > Payroll & Employees > Company Preferences
   Check Manual Payroll, then click OK.
2. Manually Manage Payroll
   Enter employee details, calculate paychecks, and record payroll expenses directly within the software.
3. No Subscription or Updates Required
   Manual mode works without payroll updates or an active subscription.
4. Occasional Internet Access May Be Needed
   You might need to connect occasionally to verify your license.

Note: Manual payroll is ideal for small teams. For automated calculations, consider QuickBooks Online Payroll or a third-party provider.

Frequently Asked Questions

Who are the authorized resellers of the QuickBooks Desktop Enterprise Payroll Subscription?

Authorized resellers are dealers certified to resell QuickBooks licenses and distribute the software to customers, providing guidance on which QuickBooks solution best suits their needs. You can visit this online directory to find a reseller near your city.

How Do I Activate Payroll in QuickBooks Desktop Enterprise?

Open QuickBooks, go to Employees > My Payroll Service > Manage Service Key, enter the 16-digit key, and follow the prompts to activate.

What Should I Do After Activating Payroll?

Set up payroll by adding employees, configuring pay items and taxes, and entering any pay history. Use Employees > Payroll Setup to complete the process.

Is Payroll Activation in QuickBooks Desktop Enterprise a One-Time process?

No. Enhanced Payroll requires annual renewal. Assisted Payroll doesn’t require annual renewal but does incur per-employee charges each pay period.