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Switch to QuickBooks Workforce from ADP or Gusto

by Intuit • Image Alt Text 3 •
Image Alt Text Updated 10/7/2026 20:16

Switch to QuickBooks Workforce by uploading your employee records and year-to-date payroll history from ADP or Gusto. QuickBooks uses artificial intelligence and human intelligence (AI + HI) to import your information automatically. An Intuit payroll expert then reviews your information before you confirm it.

You can switch on any QuickBooks Workforce plan. Intuit QuickBooks Workforce and QuickBooks Workforce Premium offer guided setup, which means you complete the switch yourself. QuickBooks Workforce Elite includes expert-led onboarding. This means an onboarding expert handles the process for you.

Have the following information ready:

  • Your business information and planned first pay date.

  • Two reports from your current payroll provider:

    • If you're switching from ADP: Employee Summary and Earnings record.

    • If you're switching from Gusto: Employee summary and payroll journal.

  • You’ll also need your bank and tax details later in setup.

Check your file requirements:

  • Employee summary: PDF or CSV.

  • Payroll history: PDF only.

  • Maximum file size: 20 MB per file.

You don't need to change the format of files exported from your provider - upload files as they come.

Follow these steps to switch to QuickBooks Workforce.

  1. Sign in to QuickBooks Workforce.

  2. Upload your employee summary and payroll history files when prompted.

  3. Wait while QuickBooks imports your employee records and year-to-date payroll history. Most imports are ready for review within a few hours. Complex payroll histories may take longer.

  4. Wait for an Intuit payroll expert to review your imported information. Every import receives an expert review, regardless of your plan.

  5. Review the imported information that needs your attention and confirm it's correct.

  6. Add any missing information. Some providers hide sensitive details, such as Social Security numbers and bank account information, in exported files. You have two options:

    • Invite your employees to enter their information securely through QuickBooks Workforce.

    • Enter the missing information yourself in the review grid.

  7. Review and confirm all imported employee records and year-to-date payroll history before running your first payroll.

After you confirm your imported information, complete the remaining payroll setup steps, including adding your bank and tax details.

Frequently asked questions

Which payroll providers can I switch from?

You can import payroll information from ADP or Gusto at this time. If you use another provider or have a spreadsheet, you can use guided spreadsheet import.

How many employees can I import?

There's no set employee limit. However, QuickBooks Workforce recommends importing no more than 250 employees per migration.

How long does the import take?

Most imports are ready for review within a few hours. Complex payroll histories may take longer. Expert review typically finishes within one business day.

How does QuickBookscheck my imported information?

Every import is checked twice. QuickBooks validates the information it imports. And, an Intuit payroll expert also reviews every import before you receive the results.

What happens if some information doesn't import?

Some providers hide Social Security numbers and bank account details in their exported files. You or your employees can add this information during setup.

Will an expert review my payroll information?

Yes. An Intuit expert reviews every import, regardless of your plan. QuickBooks Workforce Elite includes expert-led onboarding, while Intuit QuickBooks Workforce and QuickBooks Workforce Premium include guided setup.

How is my information protected?

Intuit transmits and stores your information according to its security and privacy standards. Sensitive information is protected during the import process.

Can I review my information before running payroll?

Yes. You'll review and confirm your imported employee records and year-to-date payroll history before running your first payroll.

What if I need help during setup?

Follow the guidance in QuickBooks Workforce. You can also get help from an onboarding expert with QuickBooks Workforce Elite or a guided setup expert with Intuit QuickBooks Workforceand QuickBooks Workforce Premium.

Can my accountant complete the import for me?

Yes. Your accountant can start and complete the setup process for you.

Do I need to wait until the end of the year to switch?

No. You can switch during the year and import your year-to-date payroll history.

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