QuickBooks HelpQuickBooksHelpIntuit

Import data from other platforms into QuickBooks Advanced or Bureau Payroll

by Intuit•2• Updated 2 weeks ago

QuickBooks Online Advanced Payroll and QuickBooks Bureau Payroll make it simple to import data from other payroll software, including IRIS, Moneysoft, Brightpay, Sage50, and Xero.

This article is for customers who use QuickBooks Online Advanced Payroll or Bureau Payroll.


Before you begin: Prepare your payroll data

  1. Complete your payroll data: Make sure all employee information is correct. This includes tax codes, PAYE details, National Insurance numbers, and year-to-date totals.
  2. Choose the right format: QuickBooks accepts FMS (XML) and Excel (CSV) files. For Sage50 and Xero, follow specific integration steps below.
  3. Backup your data: Save a copy of your payroll data from your previous provider for reference.

To transfer payroll data from IRIS Payroll Professional (formerly Star Payroll), export your FPS file, and follow these steps to complete the import in Quickbooks.

Step 1: Export FPS Data from IRIS

  • Open IRIS Payroll Professional
  • Go to Online Services and select Send FPS Submission
  • Set the Submission Type to File Only, then select Next
  • On the next screen, select Create File
  • Take note of the file location

Step 2: Import FPS File into QuickBooks

To transfer payroll data from IRIS Payroll Professional (formerly Star Payroll), export your FPS file, and follow these steps to complete the import in QuickBooks.

Step 1: Export FPS Data from Moneysoft

  • Open the latest FPS file in C:\ Users\ \ Documents\ Payroll\ Online Filing XML Files
  • Locate the latest FPS XML file and note its location

Step 2: Import FPS File into QuickBooks

You can migrate payroll data from Brightpay to QuickBooks by exporting the latest FPS submission. Follow these steps to complete the import.

Step 1: Export FPS Data from Brightpay

  • In Brightpay, go to the RTI tab
  • Select the latest submission, then choose Submission XML (Brightpay Online) or XML (Brightpay Desktop)
  • Highlight and copy all the .xml text
  • Open Notepad, paste the copied text, and save it as a .xml file

Step 2: Import FPS File into QuickBooks

QuickBooks supports importing key payroll data from Sage, including company pension details, employee details, and opening balances. Follow these steps to complete the import.

Step 1: Export Data from Sage50

  • In Sage50, go to Wizards, choose Data Export, then Payroll Data Export
  • Select the relevant templates:
    • Company Pension Schemes
    • Employee Details
    • Employee Year to Date Figures
  • Save each file as CSV, ensuring you tick the Create a CSV file with Payroll fields as column headings box

Step 2: Import Sage50 data into QuickBooks

  • Follow this link to complete the steps in product Open this link in a new window
  • Next to Add Employee, select the â–Ľdropdown arrow and select Import Employees
  • For the Import Employees from section, select Sage50 File Import
  • Import each file in the following order:
    1. Pensions for the Company Pension Scheme CSV file
    2. EmployeeImport for the Employee Details CSV file
    3. OpeningBalances for the Opening Balances CSV file
  • Confirm each file upload to complete the process

Quickbooks Online Advanced Payroll supports importing data from Xero, including employee details, leave categories, and pay categories. For a complete migration that includes year-to-date figures, you can follow Step 3 below.

Note: To use Xero integration features, you must have at least Standard + Payroll Admin access in Xero.

Step 1: Connect Xero to Quickbooks for data import

  • Follow this link to complete the steps in product Open this link in a new window
  • Select Add Employee and select on Import Employees
  • In the Employee Import section, select Xero from the dropdown menu
  • Select Connect to Xero. You’ll be redirected to Xero to authorise the connection

Step 2: Import payroll data from Xero

  • Once authorisation is complete, return to QuickBooks
  • Select Import payroll data from Xero to start the import
  • This step imports basic employee details, leave categories and pay categories

Step 3: Import year-to-date figures using FPS export/import (if required)

To bring over year-to-date payroll information, use the FPS (Full Payment Submission) export/import method below.

1. Export FPS Data from Xero

  • In Xero, go to your payroll reports or submissions
  • Locate the most recent FPS submission file (if available) or create one
  • Download the FPS file in XML format

2. Import FPS File into QuickBooks

  • Follow this link to complete the steps in product Open this link in a new window
  • Next to Add employee, click the â–Ľdropdown arrow and select Import Employees
  • Click Select File, navigate to the downloaded FPS file, and upload it
  • Confirm the import to complete year-to-date data entry

After you import FPS or Excel files from IRIS, Moneysoft, or Brightpay, you'll need to manually enter some important employee information. These files don't have all the data you need for a complete employee profile.

Note: This manual setup step isn't required for Sage50 or Xero imports.

To finalise employee setup: 

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the employee's name in to open their profile
  3. Complete the following fields:
    • Email address
    • Employee start date
    • Pay rate
    • Hours worked
    • Employee bank details
    • Pension details

Once you have set up one employee, repeat these steps for each additional employee. 

QuickBooks Online Payroll Advanced