If your client uses a payroll provider other than Gusto, Digits won’t receive itemized payroll data automatically. Instead, you'll enter journal entries manually using the payroll reports from their system.
Digits will still pull the net payroll payment from the client’s connected bank account—but to record gross wages, taxes, and benefits, you’ll need to create offsetting entries in the Ledger.
Step-by-Step: How to Record Manual Payroll
1. Run Payroll Reports from Your Client’s Provider
Export a payroll journal from the client's system for the relevant period (CSV or Excel formats work best).
Review the report to identify the applicable payroll categories, such as:
- Gross salaries/wages
- Benefits (e.g. health insurance)
- Employer payroll taxes
2. Prepare to Record a Journal Entry in Digits
- From your client’s dashboard, go to Accounting > Ledger
- Click New Transaction > Journal
- Using your payroll provider’s journal report, input each payroll component:
- Salaries – Total gross wages paid
- Benefits – Employer-paid benefits (e.g., health insurance, retirement)
- Payroll Taxes – Employer tax liabilities
- Offset the net pay (the amount pulled from the client’s bank account) to the Payroll Clearing account.
- Double-check all details and click Save & Close.
Pro Tip: Make sure the Payroll Clearing account matches the one tied to your client’s payroll withdrawals.
Dig deeper and check out Journal Entries in Digits
3. Verify Your Bank Sync and Account Mapping
Make sure the client’s payroll bank account is connected in Digits, and that those net payments are hitting Payroll Clearing.
Check that the clearing account zeroes out after journal entry is recorded—this confirms all payroll activity is accounted for.
More on connections: Connecting Banks & Credit Cards to Digits
4. Review and Maintain Regularly
Set a cadence to review:
- Incoming payroll bank payments
- Posted journal entries
- Remaining balances in clearing accounts
Doing this regularly helps prevent misstatements or stale entries on the books.
If anything looks off—or you need help mapping payroll accounts—contact Digits Support. We’re here to help streamline the process across your client base