Managing payroll is one of the most essential tasks for any business, and for companies using QuickBooks, setting up a biweekly payroll schedule is a common and efficient approach. In 2025, understanding the QuickBooks biweekly payroll calendar can help employers plan pay dates, manage payroll taxes, and maintain compliance with labor laws. A biweekly payroll system means employees are paid once every two weeks, resulting in 26 pay periods in a regular year, or 27 in a leap year or depending on calendar alignment. In this topic, we will explore how the 2025 biweekly payroll calendar works within QuickBooks, how to set it up, and tips to make payroll processing easier and more accurate.
Understanding Biweekly Payroll in QuickBooks
What Is Biweekly Payroll?
Biweekly payroll refers to paying employees once every two weeks, typically on the same weekday. Unlike semi-monthly payroll, which pays twice a month, biweekly payroll will have 26 or sometimes 27 pay periods depending on the year. This schedule is popular because it provides consistency and is easy to align with work weeks.
How QuickBooks Handles Biweekly Payroll
QuickBooks provides flexible payroll management tools that support biweekly pay schedules. Employers can configure pay dates, automatically calculate deductions, and generate reports. Once the biweekly calendar is set up, QuickBooks automates reminders, calculates wages, handles direct deposits, and prepares payroll tax forms based on the scheduled payroll cycle.
Biweekly Payroll Dates in 2025
Standard Biweekly Pay Dates
In 2025, if your first pay period starts on Friday, January 3rd, here is an example of how your payroll dates might look throughout the year:
- January 3, 2025
- January 17, 2025
- January 31, 2025
- February 14, 2025
- February 28, 2025
- March 14, 2025
- March 28, 2025
- April 11, 2025
- April 25, 2025
- May 9, 2025
- May 23, 2025
- June 6, 2025
- June 20, 2025
- July 4, 2025
- July 18, 2025
- August 1, 2025
- August 15, 2025
- August 29, 2025
- September 12, 2025
- September 26, 2025
- October 10, 2025
- October 24, 2025
- November 7, 2025
- November 21, 2025
- December 5, 2025
- December 19, 2025
Because 2025 starts with a Friday and ends on a Wednesday, there are exactly 26 biweekly pay periods. Employers starting on other days may experience variations.
Leap Year Consideration
Although 2025 is not a leap year, it’s important to know that in years where February has 29 days, some businesses may experience 27 pay periods depending on the start day. In QuickBooks, this can be handled by adjusting salary calculations and benefits distribution accordingly.
Setting Up Biweekly Payroll in QuickBooks
Step-by-Step Setup
To configure biweekly payroll in QuickBooks, follow these steps:
- Log into your QuickBooks Payroll dashboard.
- Go to the Employees section.
- Select Payroll Setup or Pay Schedules.
- Create a new pay schedule by choosing Biweekly as the frequency.
- Enter the start date of your first pay period.
- Choose the day of the week employees will be paid (e.g., Friday).
- Save and assign this schedule to all relevant employees.
Once this is complete, QuickBooks will automatically create a calendar of payroll periods and remind you before each payday.
Managing Holidays and Early Pay Dates
QuickBooks allows you to make adjustments if a payday falls on a holiday or weekend. You can schedule payroll earlier to ensure employees are paid on time. It’s also possible to set up custom payroll runs manually if an exception is required.
Advantages of Biweekly Payroll with QuickBooks
Predictable Cash Flow
Biweekly payroll helps businesses manage cash flow efficiently since payroll is processed every other week on a fixed schedule. QuickBooks supports this consistency by automating payments and providing budgeting tools.
Improved Employee Satisfaction
Employees appreciate biweekly payroll because it results in more frequent payments than monthly or semi-monthly schedules. With QuickBooks, they also have access to pay stubs and tax forms through the employee self-service portal.
Accurate Tax Calculations
QuickBooks ensures federal, state, and local payroll taxes are calculated correctly for each biweekly pay period. It also simplifies year-end reporting with tools to generate W-2s and 1099s.
Compliance Support
With features that monitor minimum wage laws, overtime, and tax regulations, QuickBooks helps ensure businesses remain compliant across all jurisdictions in which they operate. This is especially important with biweekly pay, where overtime and holiday pay may vary.
Customizing the Payroll Calendar for 2025
Tailoring to Your Business Needs
QuickBooks allows flexibility in defining your payroll start date and frequency. For example, if your business prefers Wednesday paydays, the payroll calendar will automatically adjust future dates accordingly. You can also align pay periods with your accounting calendar to simplify reconciliation and financial reporting.
Integrating With Other Systems
QuickBooks integrates with time tracking tools, HR software, and accounting platforms. This integration ensures that hours worked, leave balances, and benefit deductions flow seamlessly into payroll processing.
Common Payroll Calendar Questions
What Happens in a 27-Pay Period Year?
If 2025 were a 27-pay period year, salaried employees would technically receive an extra paycheck unless salaries are adjusted. Employers can choose to:
- Divide the annual salary over 27 periods instead of 26.
- Keep the same paycheck amount, resulting in higher total wages.
QuickBooks offers alerts and guidance if this situation arises.
Can I Export the Calendar?
Yes. QuickBooks allows you to export payroll calendars and schedules to Excel or PDF formats. This is helpful for sharing with HR departments, employees, and accountants.
Tips for Managing Payroll in 2025
Set Payroll Reminders
Use QuickBooks notifications to remind you before payroll deadlines. Missing a payroll run can result in penalties and employee dissatisfaction.
Review Pay Periods in Advance
Plan ahead for months with three paychecks. This typically happens twice a year in a biweekly schedule and can impact budgeting.
Stay Informed on Tax Law Changes
Ensure your payroll system is updated with the latest tax tables and deduction limits. QuickBooks usually updates these automatically, but manual checks help avoid surprises.
Use Direct Deposit
Direct deposit is faster and more secure. QuickBooks makes setting up direct deposit simple, reducing the need for physical checks and improving efficiency.
Using the QuickBooks biweekly payroll calendar in 2025 can significantly simplify how businesses manage their payroll process. With 26 pay periods, consistent scheduling, and automated features, QuickBooks ensures payroll is processed accurately and efficiently. By setting up a proper calendar, staying aware of holidays, and monitoring tax regulations, businesses can avoid common payroll pitfalls and ensure timely payments to employees. Whether you’re a small business owner or a payroll administrator, having a clear view of your 2025 payroll schedule is key to successful workforce management.