Import Payroll Data into QuickBooks (Desktop & online)

Enhanced features of QuickBooks make things easy and simple to uplift business productivity. It is integrated with many applications to find out more accuracy and the best outcomes. Among all applications, Payroll is one of the best-integrated apps to track all accountancy programs related to your bank accounts (which are associated with your business) and all expenses.  But to track all programs in one place, sometimes companies or users want to Import the Payroll Data into QuickBooks.

Here you find the complete details on the two most popular versions of QuickBooks such as QuickBooks Desktop and QuickBooks Online. If you are using the QuickBooks Desktop version then you can easily import the payroll data into QuickBooks by utilizing the IIF file format. The thing you need to do to create the deposit paychecks and then send them to their employees. For more information, stay in tune with this blog till the last.

What is Payroll?

Payroll is an essential business function that uses and produces a wide variety of data. Payroll information can be used for reporting to the appropriate government tax authorities, business strategy analysis, and payment management. Along with promoting greater pay equity and compensation fairness among businesses, it can also be used to get rid of mistakes and inefficiencies in payroll procedures.

 Payroll data is important information that can benefit your business more than many business managers and leaders realize. It is essential for ensuring compliance with regional tax laws and labor regulations. Payroll data can be used to set goals for a diverse workforce or to help you make recruitment and retention policies more effective and productive with intelligent analysis.

What are the various kinds of payroll data?

Payroll data extends far beyond the simple considerations of base salary and income tax to cover all the metrics that contribute to business expenses. Payroll data and metrics about salaries, taxes and deductions, expenses, and various employee benefits are numerous.

Payroll data is a collection of information about the general business expense of obtaining work for pay. The following are examples:

• Basic salary payments: Payments made regularly to permanent or temporary employees by the compensation levels agreed upon in their employment contracts.
• Costs of contingent labor: Payments made to contractors, consultants, or freelance workers that are not covered by the standard payroll.
• Bonuses: Employees are given financial incentives for meeting targets or other high-performance indicators.
• Payroll taxes and withholding taxes: Employers are required by law to withhold and remit the correct amounts of income and payroll tax to the appropriate tax authorities in all their countries of operation.
• Payments for employee benefits: Employers may provide extra benefits such as pension contributions, life or health insurance, childcare assistance, and so on.

Keep Things in Mind Before You Plan to Import Payroll Data into QuickBooks

Entering data into QuickBooks might be a tricky and time-consuming process. To make it easy,  discover an outsourced payroll company that not only manages all aspects of Payroll but also provides a file that respects the aspects of Payroll.

Once you get that, then it will give you a file that will import the payroll data into QuickBooks. Find a few tips and tricks for importing payroll data to QuickBooks appropriately. 

Find a reliable and the best payroll company that has experience with importing payroll data to QuickBooks

In the market, you find several companies that ask if they can give you a file that will help you to import the payroll data to QuickBooks.

However, many of them failed to prove it. You have to find the best payroll company and ensure about it.  

Connect with the Selected Payroll Company to get acknowledgment about the import file with account activity

To reduce the complexities, the user has to find out the Payroll data with the guidance of payroll expertise. Once you have done this, then hit click on the Checking Account.

After this, ensure about all previous steps and then move towards the payroll company that manages the importing process. It will help you to know about the Payroll checks and then clear the bank’s fields.

You can easily view the report to review the entire payroll. To build the import file, you have to resolve every error that appears. So, you can move forward without any interruption. 

Before Importing Payroll Data into Quickbooks, Make Sure to Create A backup file

The user has to create a backup file because if anything goes wrong then you can go back easily to the point from where you started. 

To create the backup files, the user has to perform the following steps:

• From the QuickBooks homepage, open the File menu 
• Then select the “Backup” option
• Hit the next click on the ellipsis (…) button 
• Then, choose the location where you want to save the backup file 
• Hit the OK button
• A confirmation message will appear on your screen, click on the YES button
• At last, the backup file is saved in your selected location.

How to Import the Payroll Data into QuickBooks Desktop?

To import payroll data into the QuickBooks desktop version, please follow the mentioned below steps:

• Go to the QuickBooks Desktop menu and then choose the “Employees” section 
• Click on the “Send Payroll Data” option 
• Then, Send/Receive Payroll Data window will appear on your screen
• Review the complete details about the Items to send area.
• Hit the click on the “Send All” option 
• Now, enter the Payroll Service Pin and then hit the OK button to finish the program.

Import XML FPS file into QuickBooks

Keep Things in Your Mind

• Import one file with the highest number of employees – You can only import one file with the highest number of employees & it should not have the data of multiple payroll schedules. For example; The importing file must contain the employees with the weekly schedule or monthly schedule, you can’t include both of them. If you’re running weekly and monthly payroll, then select the EPS file with the highest number of employees. Later you can add the missing employees.
• During the move to QuickBooks, You must rename the Payroll expenses and liability accounts, so you can identify them after the importing gets completed.

Process of Importing XML FPS File into QuickBooks

When you’re good with your FPS file ready, then follow the procedure below to import the data to QuickBooks online;

• First of all, Just log in to your QuickBooks Online Standard Payroll Account.
• Then, Go to the Employees or Payroll Menum, and select Let’s Go. A window will be prompted, then select Yes, Import My Data.
• Now on the next page, you need to select your previous payroll software option, then select next.
• Export EPS (Full Payment Submission) with the highest number of employees (Note: It must be in XML Format & the Most Recent version).
• Now, select “Upload File” on the next page, then select your exported XML file.
• On the very next, on the last page, select the next option to start the importing process (If QuickBooks is unable to import your file, you will an error message displayed explaining the actions you need to take next).
• Now, You just need to log in to your previous Payroll software & save it somewhere in a safer place on your computer such as a C drive, desktop, or protected area in your computer.

Import voluntary payroll deductions into QuickBooks Desktop

To import the voluntary payroll deductions into QuickBooks Desktop, you need to perform the following steps:

• Firstly, you have to click on the workers 
• Then, you have to choose the Employees section 
• Go to that specific employee for which you import payroll deduction 
• Open the Edit menu and then choose Add new deductions or Add deductions 
• Now, you have to choose the existing deduction that you want to assign from the deductions dropdown menu
• Go to the Account per pay period icon, click on the gross pay, and then enter the amount. Do the same thing for the company-paid contribution as applicable  
• Click on the Ok button and then Done to end this process 
• After this, you have to log into the QuickBooks Payroll
• Click on the Payroll menu and choose the Let’s Go
• Now, select “Import My Voluntary payroll deduction” which is given on the Next page 
• The next thing you have to do to choose the previous payroll 
• Hit the next click on the Next and move forward with on-screen guidelines until the program is not finished.

The process to Import Timesheet Payroll Data Into QuickBooks Desktop

Here are the steps that you can follow and import timesheet data.

• Select “QuickBooks Transaction Type” as “Time Tracking”. “Select Your File” – You can either click “Peruse File” to peruse and choose the record from the nearby PC envelope or snap “Test Templates” to explore a test document in the neighborhood. 
• Set up the planning of the record sections compared to QuickBooks fields. This progression will be robotized for you if you utilize the format document. Download the Sample Template document.
• Survey your record information in the Review Grid screen and snap “Ship off QuickBooks” to transfer your document information to QuickBooks.

Import ADP payroll data into QuickBooks Desktop

Importing QuickBooks after you transmit the data from ADP, and adding the information to your QuickBooks general record is a straightforward process. 

• In Quickbooks, click the “document” menu
• select “import” then pick the road that you have recently saved to your PC.

Import Employee Payroll Data into QuickBooks Online?

Looking for a method to import the employee’s data whenever you need it with multiple formats? Here we have a guide to describe the exact & efficient way to do so. This method supports CSV, and XLSX like so formats. To import employees’ data into QuickBooks online, one needs to create a CSV or XLSX file & then add the employee for exporting the file, follow the mentioned below methods for single or multiple employee data.

Method 1: Create a CSV or XLSX Template to Import

• First of all, Log in to QuickBooks Online Account, then look for the payroll page, and next, click on the arrow button.
• After that, tap on the Add Employees option, and next click on Import Employees.
• Next, Update the Data File start importing Employee Data, and then Export the CSV/XLSX template file.
• After exporting the Employee Data Template, You need to edit the template file & add the header to each column.
• You need to create separate rows for each employee data you have. Add all your employee’s data into it & save it.
• Once you’re done with the editing part of your “CSV”/”XLSX” file, Upload it back to QuickBooks Online by choosing the “Import Employee Data” option in QB Online.
• Pick the file afterward, once you choose the file, click on “confirm Upload”
• As you click on the “Confirm Upload” option, the importing process will begin.
• Now, Wait until the process ends & starts showing the report option. Now you can see the uploaded employees in QB Online.

Method 2; Bulk Import Employee Data into QuickBooks Online

To upload bulk employee data into QuickBooks online, one must focus on the described steps below;

• Log in to QuickBooks Online and choose the “Upload File” option.
• Next, select the “files” & “Spreadsheet” options. (Note: Only select the spreadsheet or files, which have the employees’ data.).
• Next, Click on “QuickBooks Entity as Employees”, Now you’re required to map the column present in the import file of Employees.
• Next, Click on the “Import” button, also opt for the employees, whom you want to add directly to QuickBooks online.
• Next, you have to start mapping the headers on the data file with the online fields. (This action will help you to import the actual employee data correctly into the QuickBooks Online Software.).
• Now have a quick look at the mapping along with the “headers” in the file on your screen & close the software.
• Login Again to “QuickBooks Payroll”
• Look for “Employees” on the home page, then use the option. Now go to the setting of Payroll then select “Data Extracts” below “Business Management”.
• Next, In the “Data type” area, go to “Employee and Empty Template”.
• Next, opt for the “File Format” and Tab on the “Download” option, Your File will start to download the file.
• Next, Wait until the program ends, once done you’re ready for the data upload in “QuickBooks payroll”.
• Next, Click on “Employees”, then press the “Import Employees” button.
• Select the downloaded file and the template, and pick the “open” option.
• Finally, press “Confirm Upload”.

Import voluntary payroll deductions into QuickBooks Online

In QuickBooks Online, you can easily import the voluntary payroll deductions into the QuickBooks Online with the following steps:

• In the first step, click on  the Workers and then choose the Employees menu 
• Hit the next click on the Employee from the list-menu 
• Choose the Edit menu which is just next to the Pay 
• Click on the Add deductions or Add a new deduction option 
• Hit the right-click on it, you have to choose the existing deductions that you required to assign from the available preferences 
• Now, open the Amount per pay period and then select the gross pay.
•  Now, you have to enter the amount or percentage. 
• After this, you have to do the same for the company contribution as applicable 
• Hit the Ok and you are all done with this program
• After this, go to the QuickBooks online payroll homepage
• Then, choose the Payroll menu and click on the Let’s Go 
• Click on the Yes button and then choose the “Import My Data” option 
• Hit the next click on the voluntary payroll deductions and follow on-screen guidelines until the program is not finished.

FAQ