How to Import Payroll Data into QuickBooks (Desktop & Online)

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Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Online. Utilize import, export, and delete services of Dancing Numbers software.

Payroll is one of the best-integrated apps for tracking all accounting programs connected to your business’s bank accounts and all costs out of all the apps. However, organizations or consumers may prefer to import payroll data into QuickBooks to track all programs in one location.

The article delves into importing payroll data into QuickBooks.

What is Payroll?

Payroll is the systematic process of managing employee compensation within an organization. It encompasses all the activities involved in calculating wages, deducting taxes, and distributing payments to employees.

The payroll process begins with gathering essential information such as employee work hours, salary rates, and additional earnings or deductions. This data is then used to calculate gross wages owed to each employee. After deducting taxes, social security contributions, and other withholdings, the net pay is determined.

Accurate payroll management is crucial to ensure employees are paid correctly and on time, while also complying with legal and regulatory obligations. It involves maintaining detailed records of employee earnings, deductions, and tax contributions for reporting and documentation purposes. The use of payroll systems and software has streamlined the process, reducing errors and increasing efficiency. Effective payroll management is essential for maintaining employee satisfaction, adhering to tax requirements, and managing the financial aspects of a business effectively.

Type of Payroll

Payroll data encompasses a range of information related to employee compensation and financial records. Here are some of the various kinds of payroll data:

  • Employee Information: This includes basic details such as employee names, addresses, social security numbers, and contact information. It helps in accurately identifying and managing individual employee records.
  • Salary and Wages: This data includes the earnings of employees, whether they are salaried or hourly. It encompasses regular pay rates, overtime pay, shift differentials, bonuses, commissions, and any other forms of compensation.
  • Time and Attendance: These records capture the hours worked by employees, including regular hours, overtime hours, vacation or sick leave, and any other forms of time off. It helps in accurately calculating wages and tracking attendance.
  • Deductions and Withholdings: Payroll data includes deductions for taxes, social security contributions, healthcare benefits, retirement plans, union dues, and other authorized withholdings. These deductions are subtracted from the gross wages to determine the net pay.
  • Tax Information: This data encompasses details related to federal, state, and local taxes, such as tax withholding allowances, filing status, and any additional tax obligations. It ensures compliance with tax regulations and facilitates accurate tax calculations.
  • Payroll Reports: These reports summarize payroll data and provide insights into employee earnings, taxes, and other financial aspects. They are used for financial analysis, budgeting, forecasting, and compliance purposes.

Accurate and comprehensive management of these various types of payroll data is essential for ensuring proper compensation, tax compliance, and financial stability within an organization.

What is QuickBooks?

QuickBooks is user-friendly accounting software developed by Intuit. It helps businesses manage financial transactions, invoicing, bill payments, payroll, and expense tracking. With features like generating reports, reconciling bank accounts, and tracking sales and inventory, QuickBooks simplifies bookkeeping tasks. It is widely used by small and medium-sized businesses for efficient financial management, saving time and reducing errors. QuickBooks integrates with other software, streamlining data transfer and enhancing overall efficiency.

Online vs. Desktop QuickBooks

Online QuickBooks (QBO) is a cloud-based version accessed through a web browser or app, offering remote access, real-time collaboration, and automatic updates. It suits businesses needing flexibility and easy sharing of financial data.

Desktop QuickBooks is installed on a computer/server, providing advanced features, extensive customization, and advanced reporting options. It is suitable for businesses with complex accounting needs and limited internet connectivity.

The below table explains the major difference between both of the software

FeatureQuickBooks OnlineQuickBooks Desktop
AccessibilityAccessed through web browser or appInstalled on computer/server
Internet DependencyRequires internet connectionDoes not require internet
Real-time UpdatesAutomatic updatesManual updates
CollaborationReal-time collaborationLimited collaboration
Advanced FeaturesLimited compared to DesktopAdvanced features available
CustomizationLimited customization optionsExtensive customization
ReportingStandard reporting optionsAdvanced reporting features
CostSubscription-based pricingOne-time purchase + upgrades
Data BackupAutomatic data backupManual data backup

What is the Benefits of Payroll Data?

Payroll data offers several benefits to organizations. Here are some of the key advantages:

  • Accurate Employee Compensation: Payroll data ensures accurate calculation of employee wages, including regular pay, overtime, bonuses, and deductions. This accuracy helps maintain employee trust and satisfaction, as they receive the correct amount of compensation for their work.
  • Compliance with Legal and Tax Requirements: Payroll data ensures compliance with various legal and tax regulations. It helps organizations calculate and deduct taxes, social security contributions, and other withholdings accurately. By keeping up with legal obligations, organizations avoid penalties and legal issues.
  • Financial Planning and Budgeting: Payroll data provides valuable insights for financial planning and budgeting purposes. Organizations can analyze payroll trends, forecast labor costs, and make informed decisions regarding staffing, salary adjustments, and benefits allocation.
  • Efficient Resource Management: Payroll data helps organizations manage their workforce efficiently. It provides information on employee hours, attendance, and leave, enabling effective scheduling and resource allocation. This data also aids in identifying areas where productivity can be improved.
  • Reporting and Analysis: Payroll data enables the generation of various reports and analysis related to employee compensation and costs. These reports assist in assessing labor expenses, identifying trends, and evaluating the financial impact of different factors on the organization.
  • Recordkeeping and Audit Trail: Payroll data serves as a comprehensive record of employee compensation, deductions, and tax contributions. These records provide an audit trail that can be useful for internal audits, tax audits, and legal compliance purposes.

In summary, payroll data offers benefits such as accurate compensation, legal compliance, financial planning, efficient resource management, reporting capabilities, and reliable recordkeeping. Proper management of payroll data is essential for organizations to ensure smooth operations, financial stability, and compliance with legal and regulatory requirements.

Before You Import Data into QuickBooks, Keep these things in mind

It can be challenging and time-consuming to enter data into QuickBooks. Thus, it is wise to find a payroll outsourcing firm that not only handles all parts of payroll but also produces a file that complies with those characteristics to make it simple.

Highlighted below are certain tips and tricks for importing payroll data into QuickBooks.

1. Find a Payroll Company with Experience Importing Payroll Data into QuickBooks that is Reliable and Experienced

You may discover several businesses asking for your permission to provide you with a file that will enable you to import payroll data into QuickBooks on the market. Many of them, though, are unable to substantiate it. Find the best payroll service and be sure of it.

2. Contact the selected payroll company to receive acknowledgement about the import file

  • The user must access payroll data with the aid of payroll knowledge to minimize complications.
  • After completing, Select Checking Account by clicking.
  • Following this, confirm that all prior stages were followed before moving toward the payroll business that oversees the importing procedure.
  • You may then fill out the fields on the bank’s form after learning about payroll checks.
  • To see the complete paycheck, You may quickly view the report.
  • You must fix each mistake that surfaced to create the import file. Therefore, you may continue without being stopped.

Create a Backup File before Importing Payroll Data into QuickBooks

If anything goes wrong, you can easily revert back to where you were if you have a backup file.

To Create the Backup Files, the user has to Perform the Below Steps:

  • Open the File menu from the QuickBooks homepage.
  • Afterward, Choose Backup.
  • To continue, use the ellipsis (…) button.
  • Next, Decide where you want to save the backup file.
  • Press OK to confirm.
  • Click the YES button when the confirmation notice appears on your screen.
  • At last, The backup file is finally stored in the place you’ve chosen.

More Tips and Tricks

The Payroll Company offers direct deposit check numbers in a standard format, simplifying the process of cross-checking these checks across all payrolls. When importing payroll data into QuickBooks, use the same procedure but adjust the formatting to fit your needs. Once you have created an appropriate import file for specific data fields, make sure to match up with QuickBooks correctly. The majority of issues arise when there is a mismatch between account charts. If this occurs, work on finding and implementing a solution as quickly as possible.

Things to do Before Importing Data into QuickBooks

  • You create and send each Employee’s Direct Deposit Paycheck separately from the vendor’s direct deposit payments.
  • Direct deposit paychecks should be created and sent in the same company file as direct deposit payments.
  • A data loss issue might arise if you send paychecks to a different company file.
  • Intuit recommends that you send paychecks in single-user mode once you have created them. This helps streamline your payroll processing.

How to Import the Payroll Data into QuickBooks Desktop?

To import payroll data into the QuickBooks desktop version, you have to follow the steps highlighted below:

  • Select the Employees option from the QuickBooks Desktop menu
  • Choose Send Payroll Data option
  • After that, Your screen will then display the Send/Receive Payroll Data window
  • Review all of the information in the Items to Send area
  • Choose the Send All option
  • To complete the software, enter the Payroll Service Pin now, and then click OK

How to Import XML FPS File in QuickBooks Online?

Things to know before you start

  • The file you import must have the highest number of employees and not contain multiple payroll schedules. For example, In the case of a weekly and monthly payroll, choose the FPS file with the most employees. The missing employees can be added later.
  • When moving to QuickBooks Online, payroll liability and expense accounts should be renamed so they can be easily identified after import.

Process of Importing XML FPS File into QuickBooks

After you’ve prepared your FPS file, follow the steps below to import the data into QuickBooks.

  • Log in to your QuickBooks Online Standard Payroll account first.
  • Select Let’s go after navigating to the Employees or Payroll option.
  • Choose Yes, and import data when asked to do so.
  • Choose your old payroll program on the following screen, then click Next.
  • With the largest number of workers, export an FPS (Full Payment Submission). The XML format is necessary in this case. It’s crucial to choose the most recent FPS with the greatest number of workers to guarantee that you may continue where you left off with little to no manual entry.
  • Then choose your exported XML file by clicking Upload file on the next screen.
  • Select Next to begin the import on the last page. A notification outlining the next steps will appear if you are unable to import your file.
  • Log into the payroll program you previously used.
  • Save it in a secure location, such as your computer’s desktop or My Documents.

How to Import Payroll Data into the QuickBooks Online

The purpose of the payroll data report is to summarize the data in Excel. Data import results will be displayed in excel sheets. Ensure that Microsoft Excel is installed on your computer. To import the payroll data into QuickBooks Online, you have to adhere to the following steps:

  • To access the Reports option, Choose it from the top menu bar.
  • Select the Employees & Payroll menu item.
  • Select Summarize Payroll Data in Excel with the following click.
  • Alternatively, You may accomplish this by using the export report menu.
  • Next, Choose the desired destination and then type.
  • Follow the instructions to make Excel’s macros available if necessary.
  • Add the data range to the Excel sheet.
  • To eliminate a field from the QB payroll reports, Select it and then click Clear.
  • Navigate to the Optional Reports field to include or exclude the report. To clear the checkboxes, Click the Clear button.
  • Next, Alter the parameters.

Importing Additional Payroll Data into QuickBooks from other Sources

How to Import Timesheet Payroll Data into QuickBooks Desktop

  • Time tracking is the choice for “QuickBooks Transaction Type“. “Select Your File” – Choose the file you want to open by clicking “Peruse File” or selecting “Test Templates” to look through nearby test documents.
  • Establish the record section planning in relation to QuickBooks fields. Utilizing the format document will automate this advancement for you. Get the Sample Template document by downloading it.
  • Examine your document information on the Review Grid page, then click “Ship off QuickBooks” to send your document information to QuickBooks.

Import ADP Payroll Data into QuickBooks Desktop

Following the transmission of ADP data, adding the data to your Quickbooks general record is a simple process that involves importing QuickBooks.

  • When using QuickBooks, Go to the document menu, and choose import.
  • Then choose the route that you most recently saved to your computer.

How to Import Employee Data into QuickBooks Payroll?

Step 1: Select Employees from the left-hand menu.

Step 2: Navigate to Add Employees option.

Step 3: Opt for the Import Employees option.

Step 4: Select the File and opt for the Finalized Template.

Step 5: Once you are through with the above process, click on the Confirm Upload.

The article provides a detailed insight into importing payroll data into QuickBooks. You also learn about the prerequisites before importing the data.

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Frequently Asked Questions (Faqs)

What Else can You Import into QuickBooks?

In addition to the aspects highlighted in the article, you can import journal entries, accountant’s changes, bank transactions, batch transactions, etc. You also have the option of importing customers, vendors, vendors list, reports, and customers.

  • You should enter the employer payroll taxes as a positive figure as the first item.
  • Select the Appropriate Payroll Tax Expense Accounts link.
  • To verify that the vendor name on a list matches the name of the outsourced payroll provider, press the Enter key.
  • You should then enter the payroll charge as an expense after being followed by a check for the full amount.
  • Obtain the employee’s pay stubs or a payroll report from the payroll system.
  • Press the Select + New button simultaneously.
  • Then you should choose the Journal Entry.
  • Under the journal date area, type the pay date.
  • Click the Gear icon to classify the payroll taxes in QuickBooks.
  • Next, you must choose the Payroll settings.
  • Select Accounting from the preferences drop-down menu on the setup screen.
  • Then utilize separate accounts for different categories of company contribution option will be found under the company contribution expenses account section.

Features of Dancing Numbers for QuickBooks Desktop









Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

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You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

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To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

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What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.

Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.

Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at This feature allows you to share bills, payments, information, and much more.

Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.

What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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