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Export your payroll data into QuickBooks

SOLVEDby QuickBooks113Updated October 14, 2022

Learn how to export your QuickBooks Online Payroll Core, Premium or Elite data to QuickBooks Online or QuickBooks Desktop.

If you’re using Core, Premium or Elite payroll without accounting turned on, (also called standalone payroll) you can export your payroll transactions to QuickBooks Online directly or QuickBooks Desktop company file using Intuit Interchange Format (IIF).

Step 1: Setup your preferences

  1. Go to Settings ​​⚙, Payroll settings.
  2. In the Export, select Edit ✎.
  3. Choose your accounting software:
    • QuickBooks Desktop for Windows
    • QuickBooks Desktop for Mac
    • QuickBooks Online - You’ll be asked to sign in to your QuickBooks Online account to sync them. Sign in to your QuickBooks Online, then select the company your payroll transactions should sync to.
    • Quicken for Windows or Mac
  4. Select Continue.
  5. QuickBooks will create default accounts for your wages, expenses, and liabilities. Select Edit ✎ to modify these accounts as it appears on your QuickBooks chart of accounts.
  6. When complete, select Done twice.

You can make changes to your preferences at any time.

Step 2: Export your payroll transactions

Each time you process payroll, you'll see an option to export the transactions from the most recent payroll run.

For any other time, you have multiple ways to export your payroll transactions.  Choose the one that best fits your situation.

Export all payroll-related transactions including tax ‌and contractor payments.

  1. Go to Payroll, then Overview.
  2. From the Shortcuts, select Export.
  3. Select the transactions you want to export. You can use Filters to find the transactions you need to export. 
  4. Select Export.
  5. If you selected QuickBooks Desktop for Windows or Mac as your accounting software, proceed to Step 3.

Export paycheck or are missing transactions follow these steps to export.

  1. Go to Payroll, then Employees.
  2. Select Paycheck list.
  3. Select the transactions you want to export. You can use Filters to find the paychecks you need to export.
  4. Select Export selected paychecks
  5. If you selected QuickBooks Desktop for Windows or Mac as your accounting software, proceed to Step 3.

Export payroll transactions in QuickBooks Online Accountant.

  1. Go to Settings ​​⚙, then Payroll settings.
  2. From the Export, select Export transactions.
  3. Select the transactions you want to export. You can use Filters to find the transactions you need to export. 
  4. Select Export
  5. If you selected QuickBooks Desktop for Windows or Mac as your accounting software, proceed to Step 3.

Step 3: Import .IIF into QuickBooks Desktop

After selecting Export or Export selected paychecks, an .IIF file will be downloaded to your Downloads folder. Don’t open the IIF file.

Next, import the exported payroll transactions into your Quickbooks Desktop:

  1. Sign in to your QuickBooks Desktop.
  2. Go to File, then Utilities.
  3. Select Import, then Import IIF.
  4. Select the IIF file you want to import, then select Open. Check your downloads folder to locate the .IIF file.
  5. Select OK.

Check out Export, import, and edit IIF files to learn more.

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