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Switch to QuickBooks Workforce from ADP or Gusto
Summary
Upload your payroll files from ADP or Gusto, and QuickBooks Workforce uses AI + HI — with every import reviewed by a payroll expert — to bring in your employee records and year-to-date payroll history automatically, so you get to your first payroll with far less manual entry.
Why this matters
Switching payroll providers can be daunting. You're moving months, if not years, of sensitive employee data and trusting a new system to get every paycheck right. It's no wonder this is the point where a lot of people stall before ever running their first payroll.
Re-entering employee information and year-to-date payroll history by hand can be tedious — and easy to get wrong. This feature reads your uploaded files directly, so you don't have to retype that history yourself, and a payroll expert reviews every import before you see it.
This feature is available on all QuickBooks Workforce plans — Payroll, Premium, and Elite. On Payroll and Premium, you complete the switch yourself, with guided setup along the way. On Elite, an onboarding expert handles the process for you.
What you'll need before you start
Your business information and intended first pay date.
Two reports from your current payroll provider:
If you're switching from ADP: your Employee Summary and Earnings record.
If you're switching from Gusto: your employee summary and payroll journal.
Your bank and tax details — you'll add these later in setup, so you don't need them yet.
Accepted file types
Employee summary: PDF or CSV.
Payroll history: PDF only.
Upload files as they come from your provider — no reformatting needed.
Maximum file size is 20 MB per file.
How to switch to QuickBooks Workforce
Start your switch from ADP or Gusto in QuickBooks Workforce.
Upload your employee summary and payroll history files when prompted.
QuickBooks reads your files and imports your employee records and year-to-date payroll history automatically. Most imports are ready for you to review within a few hours; more complex payroll histories can take longer.
An Intuit payroll expert reviews your imported data before you see it — this happens for every migration, regardless of your plan.
Review and confirm your imported information. You'll only need to review the items that need your attention, not everything.
Add any information that didn't import automatically. Some providers mask sensitive fields — like Social Security numbers and bank account details — in their exports as a security measure, so those don't come across automatically. You can add them in one of two ways:
Your employees can enter their own details through a secure QuickBooks Workforce invitation.
You can enter them yourself in the review grid.
Review and confirm all imported employees and year-to-date pay history before you run your first payroll.
Frequently asked questions
Which payroll providers can I switch from?
Currently ADP and Gusto. If you use another provider, or your data is in a spreadsheet, a guided spreadsheet import is available.
How many employees and how much payroll history can I migrate?
There's no hard limit on the number of employees, though QuickBooks Workforce recommends a maximum of 250 employees per migration.
How long does the migration take?
Most migrations are ready for your review within a few hours of upload. Complex payroll histories can take longer. Expert review is typically completed within one business day.
How accurate is the migration?
Every import is checked twice: QuickBooks validates the data it reads, and a payroll expert reviews the results before you see them.
What happens if some of my data can't be imported automatically?
Some providers mask sensitive fields, like Social Security numbers and bank account details, in their own exports. Those values won't import automatically. You or your employees can add them afterward — see "How to switch to QuickBooks Workforce," step 6.
Will a real person review my payroll data after migration?
Yes. Every migration is reviewed by an Intuit onboarding expert before you see the results, regardless of your plan. Elite customers get expert-led, end-to-end onboarding; Premium customers get expert review services; Payroll and Premium customers get guided setup.
Is my information secure during migration?
Yes. Your data is transmitted and stored according to Intuit's security and privacy standards, and sensitive fields are protected throughout.
Can I review my data before my first payroll run?
Yes. You'll review and confirm all imported employees and year-to-date pay history before running your first payroll.
What do I do if I get stuck during setup?
In-product guidance walks you through each step. Depending on your plan, you can also connect with an expert: an onboarding expert for Elite, or a guided setup expert for Payroll and Premium.
Can my accountant run the migration for me?
Yes — accountant-initiated setup is supported and encouraged.
Do I have to wait until year-end to switch?
No — your pay history comes with you.
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