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Experienced Member

I already have QB online payroll - how can I import my emplyee's information to QBO?

 
5 Comments
QuickBooks Team

Re: I already have QB online payroll - how can I import my emplyee's information to QBO?

Welcome to the Intuit Community forum, @gillelen.

 

Right now, there isn't a direct way of importing employee information from another application. If you convert a company file from QuickBooks Desktop to Online, the conversion includes employee contact information, but not payroll data.

 

You can only import the following list to QuickBooks Online:

As another workaround, you need to manually add employees and enter their W-4 details.

 

Here's how:

  1. Select Workers from the left menu, then click Employees.
  2. Click Add an employee.
  3. Enter information about the employee:
      a. Enter the employee's name.
    employeinformation.PNG
      b. Click Enter W-4 form, and then enter the employee's withholding information.
      c. Select how often to include this employee in a payroll run.
      d. Select how you pay this employee, and enter how much.
      e. Click Add additional pay types to add a second hourly rate or other types of pay such as Overtime or Sick Pay.
      f. Under Does this employee have any deductions?, click the pencil icon to edit a deduction, or click Add a new deduction to add one.
      g. To change your bank info or select another way to pay your employee, click the pencil icon under How do you want to pay this employee?.
  4. Click Done to save entries.

I've also added these articles for your guidance about employee entries:

Let me know if you have follow-up questions and I'll get back to you.

Experienced Member

Re: I already have QB online payroll - how can I import my emplyee's information to QBO?

Thank you very much. 

 
I do have additional questions:
 
1. QBO is asking me to set up payroll processing, if I already have Intuit online payroll do I need to set this up?
 
2. What happens to all the past years employee payroll information in Intuit online payroll? 
 
3. What happens at tax time when I have to send out W-2 & 1099 information and my information is split between two payroll systems?
QuickBooks Team

Re: I already have QB online payroll - how can I import my emplyee's information to QBO?

Thanks for getting to me, @gillelen.

 

Here are the outlined for your additional questions:

 

  1. QBO is asking me to set up payroll processing, if I already have Intuit online payroll do I need to set this up?
    - You can set up payroll in QuickBooks Online if you want to use the service. However, if you want to use Intuit Online Payroll, then you have the option to export your data to QBO. However, there should be no payroll on your QBO so you can sync your data. 

  2. What happens to all the past years employee payroll information in Intuit online payroll?
    - All employee payroll information will remain in your IOP account. I suggest checking out the link above, then look under What happens when your data is entered into QuickBooks.
     
  3. What happens at tax time when I have to send out W-2 & 1099 information and my information is split between two payroll systems?
    - You need to select which payroll system to use when paying employees and contractors. The process of syncing your data to QBO is for recording purposes only. Thus, you will need to send your W-2 and 1099 through IOP.

Keep me posted if you have follow-up questions. I'm always around whenever you need help.

Experienced Member

Re: I already have QB online payroll - how can I import my emplyee's information to QBO?

Hi Mary,

 

I'm confused by your last set of responses to my questions - can we talk on the phone? 

 

Also, please look at the error messages I'm getting within QBO

QuickBooks Team

Re: I already have QB online payroll - how can I import my emplyee's information to QBO?

Thanks for getting back to us, @gillelen.


Based on the screenshot provided, it looks like there’s too much data stored in your browser. Clearing the cache can help fix unexpected behavior such as error messages or loading issues.


The process varies depending on the browser you’re using.

 

Once done, open QuickBooks again and reimport the data. Regarding to the other questions, I’m here to provide some clarifications.


As mentioned by my colleague, there's no need to set up the payroll service in QBO. This is because you can add employees without activating the feature.

 

Export the IOP transactions into QBO so you don’t have to manually enter them. I know that @MaryLandT already provided this link, but I'm adding it again to ensure you can transfer the data automatically. 

 

Even if the account is already canceled, the previous employees' data will stay in Intuit Online Payroll.

 

To ensure you stay on top of the year-end’s taxes and forms, just choose which payroll system to keep. However, if you still need to speak with our Payroll Support Team, the most up to date contact details can be found here: QuickBooks Online Customer Support.

 

To help get started using the application, I'm also adding a link to our video tutorials: Small business.


If you have any further questions about QuickBooks, please know I’m just a comment away. Have a good one.