How to Submit an FPS in QuickBooks

If you run payroll in the UK, submitting a Full Payment Submission — commonly known as an FPS — is a legal requirement. It tells HMRC how much you are paying your employees and what deductions you are making. QuickBooks Payroll includes built-in tools to handle FPS submissions, allowing you to stay compliant with Real Time Information (RTI) requirements without needing to use third-party software.

This article will guide you through how to submit an FPS using QuickBooks Online, what to check before submitting and how to confirm it has been successfully filed with HMRC.

What is an FPS?

An FPS is a report that employers must send to HMRC every time they pay their employees. It contains details of pay, income tax, National Insurance and other deductions. It must be submitted on or before each payday.

If you pay employees monthly, you will submit one FPS per month. If you run weekly or irregular payroll, you will submit an FPS each time you process wages.

Submitting an FPS in QuickBooks Online Payroll

Once you have set up your employees and run payroll in QuickBooks Online, the process of submitting your FPS is largely automatic.

Step 1: Finalise your payroll
Go to the Payroll menu and select “Run payroll.” Enter all relevant pay data for each employee, including hours, bonuses or statutory payments. Review your figures carefully before continuing.

Step 2: Submit payroll
After reviewing and approving the payroll summary, click “Submit to HMRC.” QuickBooks will generate the FPS based on the pay run and send it securely to HMRC in real time.

You do not need to create a separate FPS file. The submission is done automatically when you complete the payroll and confirm the figures.

Step 3: Get confirmation
After submission, QuickBooks will provide a confirmation message and show the status of the submission. You can also view submission logs in the RTI filing history within the Payroll Centre.

If the submission fails, you will see an error message with details. This might be due to incorrect employee data, missing information or a temporary communication issue with HMRC’s servers. Correct any issues and resubmit.

Before submitting your FPS

To avoid errors or rejections, make sure:

• Each employee has a correct National Insurance number and tax code

• You have entered the correct pay date

• Your HMRC credentials are up to date in QuickBooks

• Your PAYE scheme is active and linked to your Government Gateway account

It is also good practice to keep payroll records, payslips and backups for your own reference. Even though QuickBooks stores this data, you should export reports regularly in case of audit or review.

What happens after you submit?

HMRC will process the FPS and update your PAYE account accordingly. This data is used to calculate how much you owe for tax and National Insurance each month or quarter.

You can then submit an Employer Payment Summary (EPS) separately if needed. An EPS is used when you are reclaiming statutory payments, have no employees paid in a given period or are adjusting previous submissions.

Final thoughts

QuickBooks simplifies the FPS submission process by integrating it directly into your payroll workflow. This reduces admin, ensures compliance with HMRC’s Real Time Information rules and helps keep your payroll records up to date.

As long as your employee data is accurate and you finalise payroll correctly, QuickBooks takes care of the FPS submission automatically. It is still important to review reports and submission logs regularly to confirm everything is working smoothly.

If you are unsure about your payroll setup or need to make corrections, consult with a QuickBooks ProAdvisor or your accountant to stay on the right track.