Linux bookkeeping: calculating payroll

June 21, 2011 in Linux Bookkeeping with 6 Comments

Revenue Canada - Payroll Deductions Online Calculator.

I had yet another Windows setback last week. I had some automatic updates that needed to restart the system in order to finish up. Upon reboot, it got to 35% complete and then…nothing. I eventually did a hard reboot. A couple of days later, I was back in Ubuntu, backing up my important files before doing a clean install. No matter how many tips or tricks I tried, I could only get into Safe Mode.

To make matters worse, Friday was payday for one of my clients. Of course, all of those records are in QuickBooks, which I couldn’t get to until I was done backing up and restoring my OS. I ended up getting it done, and it wasn’t as difficult as I had imagined.

Revenue Canada has always had downloadable tax tables, and a fairly good Windows app. I didn’t realize they also had an online payroll calculator. It’s really good. It handles all the calculations, prints off a decent PDF “paystub”, and even gives you a total for how much you need to remit. Unfortunately, it only gives you this for each employee. There’s no way to get a running total for all the paycheques you make.

Long term, this isn’t a solution on its own. I need to have a system to track the year-to-date totals, and it doesn’t handle things like advances or non-taxable deductions very well. But, when I was done, I realized that this and a well made spreadsheet would do a pretty good job, especially if you’re only tracking a handful of employees. If you are working for a bigger company (maybe 10+ employees), you’ll either need a proper application, or a spreadsheet black belt. You wouldn’t want to get those year end calculations wrong, or you may end up with a call from a Revenue Canada auditor.

This doesn’t solve all of my problems yet. I would still need a fairly robust accounting app, but this was exciting to realize that I had options if I was temporarily without a Windows install.

Related posts:

  1. Teach Me About Linux Bookkeeping
  2. Linux Bookkeeping–First Impressions

About thatbookkeeper: Eric is a bookkeeper, tax preparer, and consultant. He has over 15 years of experience helping small businesses get organized and increase profitability. He works out of Lethbridge, Alberta, Canada, but can remotely work with clients all over North America.

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  • http://twitter.com/mrschwabe Schwabe

    If you want to stick with Ubuntu long term, I might recommend setting up your Windows install as a virtual machine.  This way you can boot into Windows from inside Ubuntu.  I’ve been using VMWare Workstation to boot into Windows 7 from Ubuntu for when I need to use Windows-only software.

    • http://www.thatbookkeeper.com thatbookkeeper

      Thanks for the comment. 

      My only concern is with QuickBooks. I’ve heard horror stories about having database issues when running it virtually. If I were to lose or corrupt my client’s files, I’d be in big trouble. If I find a solution for QB, or if I ever migrate to an online or Open Source option, I’ll no longer have a need for Windows, even virtually. Wouldn’t that be nice?

      • http://twitter.com/mrschwabe Schwabe

        Regarding a web based solution, have you taken a look at Xero ?
        http://www.xero.com

        Well funded too, we’ll definitely be hearing more of them:
        http://www.crunchbase.com/company/xero

        • http://www.thatbookkeeper.com thatbookkeeper

          I’ve checked out quite a few of them. Xero, WorkingPoint, and WaveAccounting all have full featured accounting options. The big benefits to QuickBooks are for the bookkeeper/accountant, rather than the business owner. 

          I can get a full featured accountant edition of QB for $25/month. The same plan on Xero is $39, and $19 on WorkingPoint, but that’s per company. Since I have multiple clients, I would need to setup separate accounts for each one, which makes it more expensive. It’s also nice to not have to manage multiple logins.

          WaveAccounting is a free option, but I believe WorkingPoint is the only one that supports full inventory management, which I sometimes need. Finally, payroll. I’m not sure why this is an expensive or non-existent add-on. Xero, Freshbooks, and Wave don’t do it at all, and WorkingPoint charges $50/month (per client).

          I so desperately wish that someone would come along and solve this from a bookkeeper’s perspective. Even Quickbooks own online product (US only) would cost me $65/month per client. If I had the time and the skills, I’d just write my own. Maybe someday…

          Thanks for the discussion. Given the length of my reply, I think I need to do another post on this, with some comparisons between the online options.  

          • http://twitter.com/mrschwabe Schwabe

            I see yeah that does inflate costs.   Though from your client’s perspective, some might be okay with paying a premium for shared access to a web based accounting solution like Xero.  And apparently you can get a discount as a ‘partner’:
            http://www.xero.com/partners/bookkeeper/

            Looking forward to your rundown of the online options.

          • http://www.thatbookkeeper.com thatbookkeeper

            Good point. Or even setting up Freshbooks & Shoeboxed accounts, and having it be part of a special online bundle. If I had as much time as I did ideas that need implementing…could somebody please work on the 30 hour day for me?