Gusto Payroll

Learn how to efficiently run payroll using Workyard, export to QuickBooks Online and Gusto, and handle salaried and commission employees.

January 26, 2026 By Zach Cole

In this guide, we'll learn how to process payroll using Workyard, QuickBooks Online, and Gusto. We will cover how to check time cards, export data between systems, adjust hours for different types of employees, and finalize payroll.

Let's get started

All right, to begin running payroll, we start in WorkYard. This is your home screen, your dashboard.

First, you'll want to click on Time Cards.

Step #1: Click on the Hour Glass to go to Time Cards — Click on the Hour Glass to go to Time Cards

Make sure the Date Range matches the week you are processing payroll for.

Step #2: Click on Date Range — Click on Date Range

Today is the 26th, so we need the previous week, which is the 18th to the 24th. To choose the proper week, click any day in the week you are processing.

Step #3: Click on the proper week. — Click on the proper week.

Check that each employee has an Orange Dot next to their name. This means their time has been approved.

If some of them are Blue, STOP processing payroll and wait until all employees Time Cards have been approved.

Step #4: Verify proper Date Range, and Time Cards are approved — Verify proper Date Range, and Time Cards are approved

Export the Time Cards to Quickbooks Online.

Step #5: Click on "Export" — Click on "Export"

Choose the correct week.

Step #6: Click the dropdown — Click the dropdown

Step #7: Click on "Sun Jan 18 - Sat Jan 24, 2026" — Click on "Sun Jan 18 - Sat Jan 24, 2026"

We will include all team members.

Step #8: Click the checkbox labeled "All Team Members" — Click the checkbox labeled "All Team Members"

Then we'll choose the software we're going to export to.

Step #9: Click the dropdown — Click the dropdown

Step #10: Click on "Quickbooks: Online Edition" — Click on "Quickbooks: Online Edition"

Next we'll start the export.

Step #11: Click Start Export — Click Start Export

It may take a few minutes to appear on the screen. Once everything is successful and we have no error messages, we'll return to the reports.

Step #12: Click on "Back to report" — Click on "Back to report"

Back in the Time Cards scree, you’ll see that all of the Dots have turned purple, which means they have all been exported.

Next we'll export again, this time to Gusto, our payroll app.

Step #13: Click on "Export" — Click on "Export"

We're going to select the same Date Range.

Step #14: Click the dropdown — Click the dropdown

Step #15: Click on "Sun Jan 18 - Sat Jan 24, 2026" — Click on "Sun Jan 18 - Sat Jan 24, 2026"

All team members need to be selected.

Step #16: Click the checkbox next to "All Team Members" — Click the checkbox next to "All Team Members"

This time, we will export to Gusto.

Step #17: Click the dropdown — Click the dropdown

Step #18: Click on "Gusto" — Click on "Gusto"

Start the export.

Step #19: Click on "Start Export" — Click on "Start Export"

We're following the same process and waiting for the export to finish. It could take a few minutes. Once everything is successful, and there are no error messages. We have finished in Workyard.

Open a new tab and go to Gusto.

This is your home screen. Yours should look similar to mine. We are running payroll. The due date is the 28th. You'll see in the bottom right that today is the 26th. We have a few days left, so we're finishing early this week.

Step #20: Click on "Start" — Click on "Start"

And this is the previous week, the 18th to the 24th. Monday was a holiday, so all eligible employees received eight hours of holiday pay.

We have a few corrections to make. Because all employees are tracked via WorkYard, salaried employees time is not correct when exported to Gusto.

We have some employees who are salaried, which you can verify by their pay listed over a year.

All other employees are paid hourly, which you can verify by their pay listed over the hour.

Hourly employees don't need any adjustments. The system will tell you if they have pending vacation or sick time. All of this is taken care of by their manager.

Salaried employees are where we encounter issues. Salaried employees often work extra hours, and even uncalculated hours outside the office. We want to ensure that salaried employees maintain a total of 40 hours each week. In this case, since we have 8 hours of Holiday Hours, all salaried employees should have 32 hours.

The current List of salaried employees are:

Tony Karimi, Derek Cole, Zachary Cole, Joe Ender, Shaq Parker, Scott Yager

Step #24: Click on "Regular Hours"" for each salaried employee, change it to 32 — Click on "Regular Hours"" for each salaried employee, change it to 32

When looking at Tony (the owner), he has no vacation, no sick time, and no holiday pay. Always make sure he has 40 hours. This should always be the case, as his time is not tracked in WorkYard. All salaried employees should have 40 hours.

(40 hours - Sick Time - Vacation Time - Holiday Hours)

Next, make sure the payment type is correct for all employees. Sometimes this is adjusted, so use "Direct Deposit" if the employee has it.

Step #25: Click on "Direct deposit" — Click on "Direct deposit"

If there are Reimbursements, the managers will approve them. Reimbursements appear in the Reimbursement category.

Andy Yockey has $16.95 in reimbursements. He is the only reimbursement for this week.

We also have another column: Additional time off. This is unpaid time off, but it is tracked. Cesar had 16 hours of unpaid time.

Mitchell Frederick and Jeff Jameson are our salespeople, and are 100% commission. We need to enter this week's commission pay for salespeople.

Next to Mitchell Frederick, in the Commission category, we will enter his pay.

Step #28: Click the empty cell — Click the empty cell

Type "1000"

Next to Jeff Jameson, in the Commission category, we will enter his pay.

Step #30: Click the empty cell — Click the empty cell

Type "925"

These are the only two people who are 100% commission. They do not have any time recorded in Workyard. They do not receive Vacation Time, Sick Time, or Holiday Hours. They work independently from other employees, thus their time and time off is their own.

Now we will go to review the Payroll Summary.

Step #33: Click on "Review summary" — Click on "Review summary"

Total payroll for this week is $20,662.73.

Step #35: Click on "^ What your employees worked and take home" — Click on "^ What your employees worked and take home"

This is the main area to focus on. Double check pay and hours again before submitting. $20,662.73 is the correct amount. We are going to submit payroll.

Step #36: Click on "Submit payroll" — Click on "Submit payroll"

Payroll is complete. From here, we will run a few reports.