Huge Savings
Get our price list!
Buy with Confidence
from a Premier Intuit Reseller
Free Shipping
Direct from Intuit
No Sales Tax
(in some states)
Try it free for 30 days

How to Export Intuit Online Payroll Data into QuickBooks Payroll

I was hoping you could help me set up my export preferences for accounting software, I believe I am using QuickBooks 2007. (not sure)  I also need to know how I enter my payroll info, before I journal entried with info from forms sent to me by ADP.
First, you need to decide between QuickBooks for Windows (One-Click) or QuickBooks for Windows (IIF).  I prefer One-Click because it's easier than importing an IIF file.  Here are the detailed instructions for One-Click found in the Intuit Online Payroll How Do I? section.  

Exporting to QuickBooks® for Windows (One-Click)

Get your payroll and your payroll tax transactions into QuickBooks for Windows with a single click. You don't need to re-type any numbers or import any files. These instructions explain:

  1. How to set everything up
  2. What to do on pay day
  3. How to export tax payments

One-Click Requirements:

  • Internet Explorer 7.0 (or later)
  • One of these editions of QuickBooks for Windows:*
    • QuickBooks Pro 2006 (or later)
    • QuickBooks Premier 2006 (or later)
    • QuickBooks Enterprise Solutions 8.0 (or later)

*Note: One-Click does not work with QuickBooks Basic, QuickBooks Simple Start, QuickBooks Online, or QuickBooks for Mac

 

 

How To Set Everything Up

Overview:

  1. Install One-Click
  2. Connect our payroll service to your QuickBooks company file
  3. Tell us where, in your QuickBooks company file, to put payroll and payroll tax transactions

Step 1: Install One-Click

Install One-Click on the computer where you've saved your QuickBooks company file.

  1. In our payroll service, click the Setup tab, then below it click Preferences.
  2. At the Preferences page, click Export Preferences.
  3. At the Export Preferences page, choose QuickBooks for Windows (One-Click) from the list of Accounting Software.
  4. After the page updates, click Install.
  5. Follow the instructions to install One-Click (start by clicking Run).
  6. When installation finishes and you're returned to the Export Preferences page, click Next.

If in the future you need to uninstall One-Click, in Windows click Start > Control Panel > Add or Remove Programs, select One-Click Export, then click Remove.

 

 

Step 2: Connect Our Payroll Service to Your QuickBooks Company File

This connection tells us where your QuickBooks company file is, and gives us permission to export to it.

  1. In QuickBooks, open your company file.
  2. In our payroll service, at the Export Preferences page, click Next.
  3. In the Connect to QuickBooks window, click Connect.
  4. In the second Connect to QuickBooks window, review the instructions, then click OK.
  5. In the QuickBooks – Application Certificate window, choose "Yes, always; allow access even if QuickBooks is not running", then click Continue.
  6. In the Access Confirmation page, click Done

We'll remember the location of your QuickBooks company file and use it each time you export.

 

Step 3: Tell Us Where to Put Things

Tell us where, in your QuickBooks company file, to put payroll and payroll tax transactions. Follow these steps if the Export Preferences "accounts" page isn't currently displayed:

  1. In our payroll service, click the Setup tab, then below it click Preferences.
  2. At the Preferences page, click Export Preferences.
  3. Enter your QuickBooks accounts (see Notes below for guidance).
  4. Click OK.

Notes

  • If you've already set up accounts in your QuickBooks company file, choose the accounts directly from your QuickBooks Chart of Accounts (to avoid typos). If you use subaccounts and classes in QuickBooks, enter those, too (set up classes in QuickBooks before entering them in our payroll service). If you've already set up employees in QuickBooks, be sure to enter the exact same names in our payroll service. Note that we export employee names with a period after any middle initial, for example: Stacy M. McIntyre
  • If you need to add an account (perhaps for a new deduction), enter the name you want for the account and we'll set up the account in your QuickBooks company file the first time you export.
  • If you haven't yet set up payroll accounts in your QuickBooks company file, we'll set them up for you the first time you export. If you haven't set up employees in QuickBooks, don’t worry: we can set them up for you the first time you export, too.
  • For Reimbursement Account, enter the QuickBooks Expense account to receive your exported reimbursements for employee expenses. Similarly, choose the Expense account for contractor payments.

These boxes appear only if your payroll account is set up for reimbursements and/or contractor payments. If you don’t have an account in QuickBooks for reimbursement expenses and/or contractor payments, just enter an appropriate name in our payroll service. If the account does not exist in your QuickBooks company, we will create it the first time you transfer data to QuickBooks.

  • For Wage Account, enter the QuickBooks Expense account to receive your exported employee wage information.
  • For Tax Account, enter the QuickBooks Expense account to receive your exported employer tax information.
  • For federal and state taxes, enter the QuickBooks Other Current Liability accounts to receive your exported tax information.
  • For voluntary deductions, fringe benefits, or garnishments, enter the QuickBooks Other Current Liability account to receive your exported information.

Exception: For cash advance or loan repayments, enter a QuickBooks Other Current Asset account.

  • Choose how you use QuickBooks classes. These classes must be set up already in QuickBooks.

What to do on pay day

  1. Create and approve paychecks as usual in our payroll service and print your paychecks or pay stubs.
  2. If you see the Enter Check Numbers page, enter any check numbers and click Save Check #s.
  3. Click Continue.
  4. At the Export to QuickBooks for Windows (One-Click) page, be sure there is a checkmark in the box to the left of each check to export, then click Export.

An informational window tells you the status of your export, which might take a few minutes (don't close the window until we tell you exporting is done).

  1. When you see the Congratulations message, close the window.
  2. Verify that all transactions appear in your QuickBooks register.

Because of the complexity of moving transactions, it’s important to verify that all transactions have been transferred. If any transaction does not appear in your QuickBooks register, transfer it individually. (Go to the Pay Day tab, click Export, then click Show Checks and Payments Already Exported. Update the date range to include paychecks to transfer, select the paychecks, then click Export.) For more about the transactions in QuickBooks, see What happens when data is transferred to QuickBooks.

After you export, accounts and reports in QuickBooks will include your payroll transactions. (Continue to use our payroll service for all payroll activities, including payroll-specific reports.)

How to export tax payments

When you transfer a tax payment to QuickBooks, the transaction is recorded in the corresponding QuickBooks tax liability account and reduces the liability. For example, a payment for federal payroll taxes (941) reduces the balance in the QuickBooks account listed for this liability.

  1. Pay the tax in our payroll service as usual.
  2. Click Export (beneath the Taxes & Forms tab). You'll see all the tax payments and paychecks that have not been exported.
  3. When you print a coupon to pay the tax, an Export link appears on the Print Payment Coupon page. When you pay the tax electronically, an Export link appears on the E-Payment Confirmation page.
  4. Click Export to update QuickBooks with the selected payments.

An informational window tells you the status of your export, which might take a few minutes (don't close the window until we tell you exporting is done).

  1. When you see the Congratulations message, close the window.
  2. Verify that the transaction appears in your QuickBooks register.

To transfer a tax payment you made or recorded earlier:

  1. Click Reports and then Tax Payments.
  2. Click the date of the payment to transfer.
  3. At the detail page, click Export to QuickBooks for Windows (One-Click).

After you export, accounts and reports in QuickBooks will include your payroll transactions. (Continue to use our payroll service for all payroll activities, including payroll-specific reports.)

 

 

Printing paychecks

From your payroll service account, you can print paychecks on QuickBooks-compatible check stock, including pay stubs. Or you can print pay stubs alone on plain paper and handwrite checks.

 

If you choose to print paychecks in QuickBooks, be sure you give your employees the pay stubs printed from your payroll service account. The pay stub that prints in QuickBooks (from data you exported from our payroll service) is not a legal pay stub. (See also Pay split between paper check and direct deposit, which explains why you cannot print checks from QuickBooks if pay is split between a paper check and direct deposit.)

 

 

Working with more than one QuickBooks company

If you export payroll to more than one QuickBooks company, you must change your export connection.

  1. In QuickBooks, open the company file you want to export to.
  2. In our payroll service, click the Setup tab, then below it click Preferences.
  3. At the Preferences page, click Export Preferences.
  4. At the Export Preferences page, next to QuickBooks File, click Connect.
  5. Follow the instructions on the page to complete the new connection.

What happens when data is transferred to QuickBooks

When your payroll data is transferred to QuickBooks, the process creates one transaction in your Bank account register for each payroll service paycheck.

 

 

Depending upon how you set your preferences, handwritten checks appear in the checking register with or without check numbers. If you set your preferences to mark paychecks to print in QuickBooks, the transactions will not have check numbers but will be marked to print. (Transactions for direct deposit are also included in the checking account register but have no check numbers and are not marked to print.)

 

 

The Bank account transaction contains splits that affect multiple accounts, depending on the number of accounts you selected to receive deductions:

  • A split appears for the Reimbursement Account if this paycheck includes a reimbursement.
  • A split appears for the Wage Account.
  • A split appears for the Tax Account.
  • Splits appear for the Liability Account for taxes owed to the IRS.
  • One or more splits appear for each Liability Account for state taxes owed (one split for each agency).
  • Additional splits are entered for each deduction or garnishment you set up, to the specified QuickBooks accounts, one for the employee’s deduction and one for any company contribution.

These transactions in QuickBooks accounts keep your balance sheet and profit and loss statements up to date. Remember that you should continue to do all of your payroll reporting using our payroll service.

 

 

Pay split between paper check and direct deposit

We recommend that you print checks in our payroll service, not in QuickBooks. On the Export Preferences page (when you tell us where to put your payroll and payroll tax transactions), in the Printing Employee Paychecks section, for How will you print checks?, choose to print using our service.

Currently, you must not print a paper check in QuickBooks for a paycheck created with our payroll service if your employee receives part of their pay as a direct deposit and part as a paper check. If you print a check in QuickBooks for such a pay transaction, the printed check will include the amount already direct deposited and you will overpay the employee.


Get free QuickBooks support and training!
LinkedIn   Google+   FaceBook

This article is provided for informational purposes and is not intended to be construed as legal, accounting, or other professional advice. For further information, please consult appropriate professional advice from your attorney and certified public accountant.

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

Visit our webstore for great deals on QuickBooks and QuickBooks POS!

2 Responses to How to Export Intuit Online Payroll Data into QuickBooks Payroll

  • Kathi says:

    I’m having a horribly exhausting experience with a third party payroll service and their interface to QB for one of my clients. I’ve been importing payroll IIF files with ADP for another client for years so I understand how it’s supposed to work. This however is an Excel file.

    At this point in the game, the QB cash account will not allow me to create a GL account number (the payroll service is demanding we use account numbers) without making me enter a Customer Account ID on the Online Services tab for the online banking that is already setup for downloading banking transaction to the same QB cash acct.

    I’ve entered the online banking customer ID and then when I import the saved Excel file from the payroll service, I get error messages and the payroll entry does not import. Not sure if this is from the customer ID or it being an Excel file vs. what should be an IIF file.

    Thanks!