Create direct deposit NACHA files from QuickBooks to submit to your bank
The Direct Deposit File Creator integrates directly with QuickBooks and is available from the QuickBooks Banking menu.
Use it to create direct deposit payments to employees and vendors, for paychecks, checks, and bill payment checks.
It creates NACHA files using your QuickBooks data ready to submit to your bank. (NACHA files are specially formatted text files that contain direct deposit data. Many banks will accept these files directly.)
How it works
The Direct Deposit File Creator combines checks from QuickBooks with bank routing and account numbers you’ve set up on employee and vendors records. With this data it creates a NACHA file that contains your direct deposit orders.
A summary report you can print indicates the number of orders and the total dollar amount of the orders included in the NACHA file.
There are several key benefits/features to using the DD file creator, when compared the direct deposit features within QuickBooks:
Create DD orders for up to 7 bank accounts per paycheck or check transaction
- Create as many direct deposit orders as you want (to 7 different bank accounts) – compared to just one or two orders when using the built in QuickBooks direct deposit service.
- Create more than one order per check per bank account (so for example if you want to you can create 14 orders if you send two to every bank account…)
Create “remainder” paychecks and checks, where direct deposits are less than net pay
- Print remainder checks where the DD orders are for less than net pay. For example, set up a $200 direct deposit order to an employee’s savings account and print the rest of the paycheck as a live check.
Create direct deposit orders for paychecks, regular checks, and bill payment checks – all at once
- There’s no need to use two different interfaces or pay for different services to submit your orders, which can all be done at once.
Bank account numbers for your DD orders are stored on employee and vendor records in QB and are pulled automatically from QuickBooks along with your check data
- The instructions include steps to set up your direct deposit items as well as employee & vendor bank account data, all in QuickBooks, as well as the steps to create direct deposit files from the QuickBooks data.
- When processing orders from your checks, the app will warn you if this custom bank account data is missing.
Create Prenote NACHA files for DD accounts entered in QuickBooks for Employees and Vendors
- Some banks suggest Prenote files so they can confirm that the recipient bank information is correct.
Multiple bank & company Files
- Use with as many company files as needed. There is no per company extra charge. Configuration information such as bank and routing numbers are remembered per bank account, so you can use with multiple accounts both in one company file or multiple company files.
- Intuit’s direct deposit fees are currently about $2.00 per paycheck for most of their payroll subscriptions – This means that for 10 employees paid weekly the fees are over $800 a year.
- Pay only your bank’s fees, if any, when submitting Direct Deposit files to them. (Some banks offer Direct Deposit to business customers at no charge and others charge only a few cents per Direct Deposit.)
Click above to download your trial. Then install the Direct Deposit File Creator to start your free 30 day trial. The Direct Deposit File Creator is fully functional during the trial period.
1.84: Better messaging when adding/deleting keys. New button to paste key from windows clipboard. When entering key to unlock trial, refresh the main form to show that the tool is registered without the need to restart.
1.83: Add option to set the batch header’s “company discretionary data” field value.
1.82: Add “Resize” menu option with the ability to shorten the main window to fit lower resolution monitors.
1.81: Improvements in messaging. When upgrading from an older version that didn’t have the option, don’t default the new “Creator DD orders from:” option to anything, so the user can pick. Double-check to make sure the “Creator DD orders from:” is selected.
1.79: Update calculation for batch entry hash to reset each batch.
1.78: Additional messaging for skipped checks – skipped because the net check amount is 0.00 when only exporting “Check Amounts”.
1.77: Improve messaging for cases where no transactions that can be processed into DD orders are found. Now give specific advise based on selected options for the types of checks and where to look for DD orders.
1.76: Major update:
- Now you can choose to include NACHA Addenda (voucher/memo) records. They include the pay period for paychecks, the bills paid for bill payment checks, and – optionally – transaction memos.
- Explicitly include or exclude paychecks, standard checks, and bill payment checks in your NACHA file.
- New option to create a DD order for the net check amount that requires minimal set up. No need for special items or accounting.
- New option to “sweep” the remaining net check amount when using DD items, so you can include several DD orders that leave a remainder and automatically send that remainder as another DD order.
- Added to and clarified messaging for the report that is generated each time a NACHA file is created.
- Updated user interface with new Advance Options dialog.
- Updated documentation to match changes.
1.72: Changes to the installer regarding QB integration issues. Updates to messages regarding entering product keys.
1.71: Set and correctly display good through date in the About dialog for certain upgrade paths.
1.70b: Resolve QuickBooks integration issues with recent QB patch releases.
1.70: Fix messaging and display issues around entering product keys.
1.69: Add Contractor Only option, which doesn’t require the QB user to have payroll rights. Added section to documentation describing specific rights required to use the app with QB – if you’re not using the QB Admin log in.
1.68: Added a warning message if a temp file for support can’t be created.
1.67: Change to create the temp files for backup before processing each data type instead of after.
1.66: Changes to About & Purchase dialog to handle more than one product key. Add options to create a batch per DD order and to use the Payee as the batch description.
1.65: New option to automatically avoid weekends and federal bank holidays. When selected, checks dated on these dates are pushed to the next valid banking day.
1.64: Change to enable standard checks for employees. Previously only paychecks were allowed for employees.
1.63: Dialog changes for clarity.
1.62: Several changes to code for pass thru files.