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Connect QuickBooks Online Bureau Payroll to your financial management system

by Intuit• Updated 6 months ago

QuickBooks Online Bureau Payroll seamlessly connects with a wide range of financial management software (FMS) in addition to QuickBooks. This means you can support your clients no matter which provider they choose.

This article will show you how to connect your payroll system, and import or export your data.

Connecting payroll

You can only be connected to one integration per integration type at a time. However you can be connected to one accounting integration, one payment integration and one timesheet integration at the same time. At the top of the page you can also filter by integration type, it also shows you how many integrations are enabled

In the client payroll company, in the Payroll settings section, you'll find a list of different bookkeeping integrations that QuickBooks Bureau Payroll supports. To access this:

  1. Select the gear icon, and then select the Payroll settings.
  2. Select Integrations. The integrations window will show.
  3. Find your payroll management system from the dropdown options:
    • QuickBooks Online
    • Xero–you need at least Standard Payroll with admin access.
    • FreshBooks
    • Zoho Books
    • FreeAgent
    • Microsoft Dynamics 365 Business Central
    • Oracle NetSuite & NetSuite OneWorld
    • Access Financials
    • Quickfile
  4. Select Add.
  5. Select Connect. You'll be directed to the website of the selected FMS.
  6. Follow the steps to select your organisation and authorise data sharing with QuickBooks Online Bureau Payroll.

Each FMS might have different requirements, but don't worry. We'll walk you through the process for each one. Just choose the FMS heading from the list that applies to you, and we'll show you the steps. 

After choosing the integration in Payroll settings, you'll be directed to QuickBooks. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. Click the Payroll Settings menu.
  2. Select the Chart of Accounts option.
  3. Click the Import Accounts button.
  4. A list of your QuickBooks accounts will show. Tick the accounts you want to use for payroll transactions.
  5. Next, map your GL accounts.
  6. Now, when you finalise a pay run, your payroll journal will be ready to export to QBO.

Export journals to QuickBooks Online

When you have finalised a pay run, you are ready to export a journal to QBO via the integration. To do this:

  1. Click the Pay Runs menu.
  2. Open or create the pay run you wish to finalise.
  3. Click the Finalise Pay Run button.
  4. In the Finalise pay run dialog make sure Export journals to QuickBooks is selected, if it is not click the pencil icon. Next select Export to Quickbooks now and click the Finalise button. 
  5. When you return to the pay run screen, click the Finalise Pay Run button and your journal will be exported.
  6. Alternatively, to manually export your payrun journal to excel, go to Payroll Settings, Chart of Accounts and select the Export Journal button. This will download an .xlsx file that you can upload to QBO. See Import journal entries in QuickBooks Online for further information.

Once you have successfully connected, you'll need to:

  1. Select a business to send your payroll journal to.
  2. Select whether you want to export your data as either:
    • A manual journal, specify the whether it should be posted as a draft journal
    • An accounts payable invoice (also known as a bill)

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select the payroll accounts.

Once complete, the pay run toolbar will offer an Export to Xero option. Select this once you've finalised your pay run, and the journal items will be directly exported to payroll.

Import employees from Xero

  1. Go to Payroll, and then Employees.
  2. Select the dropdown arrow next to Add Employee.
  3. Select Import employees.
  4. Select Xero. This will bring in data such as payroll calendars, earnings rates, deduction types, leave types and employee details.

After choosing the integration in Payroll settings, you'll be directed to Sage's website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select the payroll accounts.

Export journals to Sage Accounting

To export journals to Sage Accounting, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to Sage Accounting now.
  6. Once you decide to finalise your pay run, the journal gets exported.

After choosing the integration in Payroll settings, you'll be directed to FreshBooks' website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select the payroll accounts.

Export journals to FreshBooks

To export journals to FreshBooks, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to FreshBooks now.
  6. Once you decide to finalise your pay run, the journal gets exported.

After choosing the integration in Payroll settings, you'll be directed to the Zoho Books website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up reporting tags

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Select Pay run settings.
  3. Select Locations.
  4. Select the locations saved from Zoho Books from the dropdown.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select the payroll accounts.

Exporting journals to Zoho Books

To export journals to Zoho Books, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to Zoho Books now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

After choosing the integration in Payroll settings, you'll be directed to the FreeAgent website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select Import accounts.
  4. Select Default accounts.
  5. Select the appropriate accounts.

Exporting journals to FreeAgent

To export journals to FreeAgent, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to FreeAgent now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

After choosing the integration in Payroll settings, you'll be directed to the Microsoft Dynamics 365 Business Central website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select Import accounts.
  4. Select Default accounts.
  5. Select the appropriate accounts.

Exporting journals to Microsoft Dynamics 365 Business Central

To export journals to Microsoft Dynamics 365 Business Central, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to Microsoft Dynamics 365 Business Central now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

To authorise Oracle NetSuite or NetSuite OneWorld and allow data sharing with QuickBooks Bureau Payroll, you'll need the following:

  • NetSuite account ID
  • Consumer key
  • Consumer secret
  • Token ID
  • Token secret

If you need help finding the info, refer to this article.

Authorise NetSuite

  1. Log into your NetSuite account, and select Setup.
  2. Select Company.
  3. Select Setup tasks.
  4. Select Enable features.
  5. Look for Manage authentication, and then make sure Token-based authentication is selected.
  6. Read the terms and conditions and select Agree.
  7. Select Save.
  8. Back in QuickBooks, follow the integration steps at the beginning of this article.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select Import accounts.
  4. Select Default accounts.
  5. Select the appropriate accounts.

Exporting journals to Oracle NetSuite or NetSuite OneWorld

To export journals to Oracle NetSuite or NetSuite OneWorld, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to Oracle NetSuite or NetSuite OneWorld now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

After choosing the integration in Payroll settings, you'll be directed to the Access Financials website. There, you can select your organisation and allow data sharing with QuickBooks Bureau Payroll.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select Import accounts.
  4. Select Default accounts.
  5. Select the appropriate accounts.

Exporting journals to Access Financials

To export journals to Access Financials, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to Access Financials now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

To authorise QuickFile and allow data sharing with QuickBooks Bureau Payroll, you'll need the following:

  • Account number
  • Unique API key
  • Application ID

To find your API key and Application ID:

Note: You must be an administrator to view this information.

  1. Log into your QuickFile account.
  2. Select Account settings.
  3. Select 3rd party integrations.
  4. Select API.

Once you have everything to hand, go back into your QuickBooks and follow the integration steps at the beginning of this article.

Set up your chart of accounts

  1. From the Bureau Payroll dashboard, select Payroll settings.
  2. Within Business settings, select Chart of accounts.
  3. Select Import accounts.
  4. Select Default accounts.
  5. Select the appropriate accounts.

Exporting journals to QuickFile

To export journals to QuickFile, you'll need to run payroll first. To do this:

  1. Go to Payroll, and select the Pay runs tab.
  2. Select New pay run or select an existing pay run.
  3. In the pay run, select Pay run actions.
  4. Select Finalise pay run.
  5. Select Export journals to QuickFile now.
  6. Once you decide to finalise your pay run, the journal gets exported as a draft.

Importing data

Using Sage payroll import, you can easily import the following data into QuickBooks Bureau Payroll:

  • Company pension details
  • Employee details
  • Opening balances

You'll need to have both your Sage and QuickBooks accounts open to complete these steps.

  1. In your Sage account, select Wizards.
  2. Select Data export.
  3. Select Payroll data export.
  4. Select your template: Company pension schemes, Employee details or Employee year to date figures.
  5. Select Next.
  6. Go back to your QuickBooks account, and then select Payroll.
  7. Next to Add employee, select the dropdown arrow.
  8. Select Import employees.
  9. Select Sage 50 file import for the data type.
  10. Select the appropriate File type:
    • Sage 50 employee import
    • Sage 50 opening balances
    • Sage 50 pensions
  11. Select the file your exported from Sage 50.

For a smooth import of timesheets from Deputy, it's essential to have existing employee and location data that matches the timesheets being imported. To ensure accurate matching, we recommend utilising the Import Employees functionality.

  1. In QuickBooks Online Accountant, select the client you wish to import timesheets for.
  2. Select Manage employees.
  3. Select Import Timesheets.
  4. Select Deputy from the dropdown.
  5. Enable the connection between Deputy and QuickBooks.
  6. Filter your chosen Deputy pay centre.
  7. Select the date range.
  8. Choose whether you want to approve timesheets–this determines if timesheets should be automatically approved or go through the approval workflow.
  9. Select Import.

Tip: If you need help importing employee information from another financial management system, follow the steps in this article.

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