This guide walks you through setting up CleanCloud Payroll, powered by Gusto. Follow each step to ensure your business is ready to run payroll smoothly and stay compliant.

Step 1 - Add Employees & Contractors as Users to CleanCloud

If you’ve already added all employees to CleanCloud, skip to Step 2.

Go to Settings → Users → Manage User Accounts.
Click Add User, then enter the user’s Full Name, Email Address, and a Password they’ll use to log in.
Set the user’s Hourly Wage or Salary as agreed.
Set a Quick PIN if you'd like them to switch accounts without logging out.
Once all details are entered, click Add User to save the account.

📌 For more details on user roles, permissions, and access levels, see How to Add New Users and Staff Members.

Step 2 - Sign Up to CleanCloud Payroll, Powered by Gusto

Go to Settings → Admin → Payments & Finances → Payroll.
Click Sign Up to Gusto Payroll.
Enter your Company Entity Name, DBA Name, Admin Details, and Company EIN.
If you are only paying contractors, check the box labeled Contractor Only Company.
Once complete, click Add Company.

Step 3 - Agree to Embedded Payroll Service Terms & Conditions

Carefully read through the Embedded Payroll Service Agreement.
Once reviewed, click I Agree to accept the Terms & Conditions.

Step 4 - Add Company Mailing & Filing Addresses

Enter your Company Phone Number, Address, City, State, and ZIP Code.
Select the appropriate boxes to indicate if this is a Mailing Address, Filing Address, or both.

Step 5 - Add Employees & Contractors to Payroll

Check the box on the Left-Hand Side for each employee or contractor you’re adding.
Confirm each person’s Full Name, Email Address, and Pay Rate.
Choose the Employment Status: either Employee (W-2) or Contractor (1099) from the dropdown.
Enter the Hire Date for each staff member.
Check the box on the Right-Hand Side to send the Self-Onboarding Form (W-4) via email.
Once all details are complete, click Add Employees.

Step 6 - Enter Your Federal Tax Information

Click Enter Your Federal Tax Information.
Re-enter your EIN Number.
Select your Tax Payer Type.
Choose your Federal Filing Form Type.
Re-enter your Company Entity Name.
Click Save & Continue.

Step 7 - Select Your Company's Industry

Select the industry that best describes your business.
- Typically either Coin-Operated Laundries & Drycleaners or Drycleaning & Laundry Services (Except Coin-Operated).
Click Save & Continue.

Step 8 - Enter Your Company Bank Account Information

Choose your preferred method for entering bank info:
- Verify with Plaid – A fast, secure option.
- Enter Manually – Input your Routing Number and Account Number directly.
Click Save & Continue.

⚠️ Manual entry will trigger Gusto to send two test deposits to your account, which you’ll need to verify within 48 hours.

Step 9 - Set Up Your Pay Schedule

Enter a Pay Schedule Name (optional).
Choose how often employees are paid (e.g., weekly, bi-weekly, semi-monthly).
Select the First Pay Date using the calendar icon.
Select the First Pay Period End Date using the calendar icon.
Click Preview Upcoming Paydays to view the pay calendar.
Review the schedule showing Pay Periods, Payroll Deadlines, and Pay Dates.
Click Save & Continue.

⚠️ Understand the Payroll Processing Deadline: The system will display the latest date you can run payroll to ensure employees are paid on time.

Step 10 - Enter Your State Tax Information

Click Continue Setup.
Enter your Withholding Account Number, Unemployment Insurance Number, and your state-issued Tax Rate(s).

⚠️ If you don’t have your final rate yet, you can use a Temporary New Employer Tax Rate.

⚠️ For help, see our resources on Registering with State Tax Boards.

⚠️ Need to find your New Employer Rate? Click here.

Step 11 - Assign a Company Signatory

The designated person should check Yes, I’m authorized to sign official documents for the company.
Click Save & Continue.
Enter the signatory’s personal details: Email Address, Full Name, Title, Phone Number, Date of Birth, SSN, and Home Address.
Click Submit.

✅ Unless you chose to manually verify your bank account, your company is now ready for Gusto’s final review.

⏳ The review usually takes 24 hours. Gusto will notify you if more info is needed.

Step 12 - Verify Bank Account (If Entered Manually)

Wait 24–48 hours for Gusto to deposit two small test amounts into your bank account.
Go to Settings → Admin → Payments & Finances → Payroll.
From the dropdown by Gusto Onboarding Form, select Verify Bank Account Information.
Enter the two deposit amounts you received.
Click Save & Continue.