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Import or export a pay run in QuickBooks Advanced Payroll

by Intuit• Updated 6 days ago

Easily move your payroll data in QuickBooks Online Advanced Payroll. You can import a pay run to update employee pay or export a pay run to review your payroll outside QuickBooks. Follow the steps below to get started.

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


Import a pay run

You can import a pay run from an unfinalised pay run.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the Pay Runs tab.
  3. Select the unfinalised pay run you want to import.
  4. Select Pay Run Actions, then Import Pay Run.

Clear existing data

  • Choose to clear some or all pay items before importing.
  • Note: Clearing affects all employees, not just those in the import.

Replace or add data

  • Replace the existing pay run data with your import file, or
  • Add the imported data to the existing pay run.

Configure ID types

Each line in the import uses IDs to match values. You can use: System-generated Advanced Payroll ID, or External ID for the following:

  • Employee ID
  • Location ID
  • Pay Category ID
  • Deduction Category ID
  • Employee Expense Category ID
  • Employer Liability Category ID

Once your options are set, select the import file. The file must use a predefined format. You can see a sample by exporting a pay run (see steps below).


Export a pay run

You can export a pay run from an unfinalised pay run.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the Pay Runs tab.
  3. Select the pay run you wish to export.
  4. Select Pay Run Actions, then Export Pay Run.

This downloads an Excel file containing the pay run data. Note: The export excludes leave records and system-generated earnings lines.

QuickBooks Online Payroll Advanced