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Intuit

Export to Windows QuickBooks and Quicken (One-Click)

Learn how to update your QuickBooks Desktop and Quicken with your payroll data using the Intuit One-click application.

Export to QuickBooks for Windows

Note: One-Click export for QuickBooks Desktop does NOT work consistently with 64-bit operating systems. If you are using a 64-bit operating system, use the IIF export method for QuickBooks Desktop explained in the Export data to QuickBooks for Windows (IIF) article.

One-Click Requirements:

  • Internet Explorer 7.0 or later
  • Windows 32-bit operating system (one-click is not supported with 64-bit)
  • One of these editions of QuickBooks Desktop for Windows:
    • QuickBooks Desktop Pro 2006 or later
    • QuickBooks Desktop Premier 2006 or later
    • QuickBooks Desktop Enterprise Solutions 8.0 or later

If you have not yet set up payroll accounts in QuickBooks Desktop , Intuit will set them up for you the first time you import data into QuickBooks Desktop. Just enter the account names you prefer at the Export Preferences page following the instructions in Step 4.

If your QuickBooks Desktop company already contains appropriate accounts, you can choose the accounts directly from your QuickBooks Desktop Chart of Accounts. If you need to add an account (perhaps for a new deduction), type the name you want for the account in our payroll service and they will be set up the account in your QuickBooks Desktop company the first time you transfer data.

If you have not set up employees in QuickBooks Desktop they will be entered the first time you transfer data. If you have already set up employees in QuickBooks, ensure the name in QuickBooks Desktop is the exact same names in the Online Payroll employee setup. Note that we export employee names with a period after any middle initial, for example: John M. Smith.

  • To check the list of accounts in QuickBooks Desktop, click Lists > Chart of Accounts. Find the name of the bank account you use to write payroll checks and the expense accounts for employee wages and employer payroll taxes. Find the liability accounts you use for tax and deduction liabilities. (For cash advance and loan repayment, use asset accounts.)
  • If you use subcategories or sub accounts, use a colon to separate the category name from the subcategory; for example: Payroll:Gross Wages (no space before or after the colon)

If you have not yet set up classes that apply to your employees in QuickBooks Desktop, create them now. Once the classes have been set up, write down their names or print the list of classes and hightlight the ones you will use for the payroll data.

Install One-Click on the computer where you saved your QuickBooks Desktop company file:

  1. In Online Payroll service, select the Setup tab.
  2. In the Export section, select Preferences.
  3. Select QuickBooks Desktop  for Windows (One-Click) from the software drop down list.
  4. Select Install, then Run.
  5. Select Install, then Finish.

Connect Online Payroll to your QuickBooks Desktop company file.

This connection tells us where your QuickBooks Desktop company file is and gives us permission to export to it.

  1. In QuickBooks Desktop, open your company file.
  2. Back in Online Payroll, select Next.
  3. In the Connect to QuickBooks window, select Connect.
  4. Select Connect again.
  5. In QuickBooks Desktop, select Yes, always; allow access even if QuickBooks Desktop  is not running.
  6. Select Continue, then Done.
  7. Back in Online Payroll, select Next.

You will use the Export Preferences page to enter your QuickBooks Desktop accounts. Use the exact same names of the QuickBooks Desktop accounts you will use for the payroll data.

  1. Go to Setup and select Preferences in the Export section.
  2. Select Customize to enter the account names exactly as they appear in QuickBooks Desktop or select from the drop down list.
    • When entering accounts, read the help topics next to each field to choose the right account type. In general, enter or select an expense account for the Wage and Tax Categories. For the Liaibility accounts, enter or select the corresponding QuickBooks Desktop Liability account.
    • If using a cash advance or employee loan deduction, enter or select an asset account to receive the payroll data.
    • If you use different accounts for different groups of employees, select that option in the wage/tax cagetory section to enter or select different QuickBooks Desktop accounts for each employee.
    • If you use different accounts for different types of wages/taxes, select that option in the wage/tax category section to enter or select different QuickBooks Desktop accounts for each pay type and tax type.
  3. Specify whether you use QuickBooks Desktop classes. These classes must be set up already in QuickBooks Desktop.
  4. If classes are selected, you will enter them on the next page after clicking OK at the bottom of this page.
  5. If you want to print checks using QuickBooks Desktop, select I will print paychecks using QuickBooks Desktop . Note: If you select this ption, see pay split between paper check and direct deposit below.
  6. Select OK.

Now that you have installed one click and set up both QuickBooks and Intuit Online Payroll for exporting, here's how you export paychecks and tax payments:

  1. Create paychecks or tax payments as usual.
  2. Approve your checks or payments.
  3. Select the transactions you want to export.
    • If you're exporting for the first time, checks and payments from the last six months should already be selected.
    • If you don't see your checks, change the date range.
  4. Select Export.
  5. We begin transferring the payroll data to QuickBooks Desktop.
  6. When you see the Congratulations message, close the window.
  7. Verify that all transactions appear in your QuickBooks Desktop register.

Note: Because of the complexity of moving transactions from one web site to another, it's important to verify that all transactions have been transferred. If any transaction does not appear in your QuickBooks Desktop register after a few minutes, transfer it individually.

  1. Go to Payday, select Export.
  2. Select Show Checks and Payments Already Exported.
  3. Update the date range to include paychecks to transfer.
  4. Select the paychecks, then Export.

Export to Quicken® for Windows

Note: One-Click export for Quicken does NOT work consistently with 64-bit operating systems. If you are using a 64-bit operating system, use the QIF export method for Quicken explained in the Export data to Quicken for Windows (QIF) article.

One-Click system requirements

  • Internet Explorer 7.0 (or later)
  • Quicken Deluxe, Quicken Premier, or Quicken Home and Business 2008 (or later).

If you do not already have payroll accounts and categories set up in Quicken, create them now. Once the accounts and categories are set up, write down their names or print the list and highlight the ones you will use for the data from Online Payroll.

  • To check the list of accounts in Quicken, select Tools, then Account List. Find the name of the bank account you use to write payroll checks and the liability accounts you use for tax and deduction liabilities. (For cash advance and loan repayment, use asset accounts.)
  • To find the names of categories for employee wages and employer payroll taxes, choose Tools, then Category List.
  • If you use subaccounts, use a dash to separate the account name from the subaccount; for example: Payroll-Federal Taxes (no space before or after the dash)
  • If you use subcategories, use a colon to separate the category name from the subcategory; for example: Payroll:Gross Wages (no space before or after the colon)

Quicken classes allow you to classify your payroll expenses. You can use classes to group your expenses by departments, locations, or any other meaningful breakdown of your business. If you want to use Quicken classes, create them before setting up your export preferences in your payroll account. Once classes have been set up, write down their names or print the list of classes and highlight the ones you will use for the payroll data.

Install One-Click on the computer where you saved your Quicken company file. Here's how:

  1. In your Intuit Online Payroll, go to Setup.
  2. In the Export section, select Preferences.
  3. Select Quicken for Windows (One-Click) from the software drop down list.
  4. Select Install, then Run.
  5. Select Install, then Finish.
  6. Back in Intuit Online Payroll, select Next.
  1. Go to Setup.
  2. In the Export section, select Preferences.
  3. Select Quicken for Windows or Mac (QIF) from the software drop down list.
  4. In the Checking Account box, type the name of the Quicken bank account exactly as it appears in Quicken or select from the drop down list.
  5. Select Customize to enter the account names exactly as they appear in Quicken or select from the drop down list.
    • When entering accounts, read the help topics next to each field to choose the right account type. In general, enter expense categories for the Wage and Tax Categories. For the Liability accounts, enter the corresponding Quicken Liability account.
    • If using a cash advance or employee loan deduction, enter an asset account to receive the payroll data
    • If you use different accounts for different groups of employees, select that option in the wage/tax category section to enter Quicken category for each employee.
    • If you use different accounts for different types of wages/taxes, select that option in the wage/tax category section to enter Quicken category for each pay type and tax type.
  6. Specify whether and how you use Quicken classes for employees.
  7. If classes are selected, you can enter them on the next page after clicking OK at the bottom of the page.
  8. If you want to print checks using Quicken, select I will print paychecks using QuickBooks.
    Note: If you select this option, see Pay split between paper check and direct deposit below.
  9. Select OK.

Now that you have installed one click and set up both QuickBooks and Intuit Online Payroll for exporting, here's how you export paychecks and tax payments.

Note: Before you export any payroll transactions, make sure that your Quicken file is open.

  1. Create paychecks or tax payments as usual in Online Payroll.
  2. Approve your checks or payments.
  3. Select the transactions you want to export.
    • If you're exporting for the first time, checks and payments from the last six months should already be selected.
    • If you don't see your checks, change the date range.
  4. Select Export.
  5. When you see the Congratulations message, close the window.
  6. Verify that all transactions appear in your Quicken file. Because of the complexity of moving transactions, it s important to verify that all transactions have been transferred.
  7. If any transaction does not appear in your Quicken file, transfer it individually.

What happens when data is transferred to QuickBooks Desktop or Quicken?

When your payroll data is transferred to QuickBooks Desktop, the process creates one transaction in your Bank account register for each payroll service paycheck. Depending upon how you set your preferences, handwritten checks appear in the checking register with or without check numbers. If you set your preferences to mark paychecks to print in QuickBooks Desktop, the transactions will not have check numbers but will be marked to print. (Transactions for direct deposit are also included in the checking account register but have no check numbers and are not marked to print.) The Bank account transaction contains splits that affect multiple accounts, depending on the number of accounts you selected to receive deductions:

  • A split appears for the Wage Account you specified in the export preferences.
  • A split appears for the Tax Account you specified in the export preferences.
  • One or more splits appear for each Liability account for federal, state and local taxes owed.
  • Additional splits are entered for each deduction/garnishment, one for the employee's deduction and one for any company contribution.

When tax payments are exported, they are recorded in the corresponding QuickBooks Desktop tax liability account and reduces the liability.

These transactions in QuickBooks Desktop accounts keep your balance sheet and profit and loss statements up to date. Remember that you should continue to do all of your payroll reporting using our payroll service.

  • Exporting creates one transaction in your Quicken checking account for each paycheck you create in your Intuit payroll service. Handwritten checks appear in the checking account register with or without check numbers, depending on how you set up your preferences. Direct deposit checks are also included in the checking account register but have no check numbers (and are not marked to print).
  • Each checking account transaction contains splits that reflect the accounts you selected in the setup process:
    • A split appears for the Wage Category you specified in the export preferences.
    • A split appears for the Tax Category you specified in the export preferences.
    • One or more splits appear for each Liability account for federal, state and local taxes owed.
    • Additional splits are entered for each deduction/garnishment, one for the employee's deduction and one for any company contribution.
  • When tax payments are exported, they are recorded in the corresponding Quicken tax liability account and reduces the liability.
  • These transactions in Quicken accounts keep your balance sheet and cash flow up to date. Remember that you should continue to do all of your payroll reporting using our payroll service.

Pay split between paper check and direct deposit

We recommend that you print checks in Intuit Online Payroll service, not in QuickBooks Desktop or Quicken. If you choose to print checks from QuickBooks Desktop or Quicken, only the paychecks can be printed from QuickBooks Desktop. The pay stubs will still need to be printed from Online Payroll.

Currently, you must not print a paper check in QuickBooks Desktop for a paycheck created with our payroll service if your employee receives part of the pay as a direct deposit and part as a paper check. If you print a check in QuickBooks Desktop for this type of a pay transaction, the printed check will include the amount already direct deposited and you will overpay the employee.

Working with more than one QuickBooks company

If you export payroll to more than one QuickBooks Desktop company, you must change your export connection.

  1. In QuickBooks Desktop, open the company file you want to export to.
  2. In our payroll service, click the Setup tab.
  3. Under the Expot heading, click Preferences.
  4. At the Export Preferences page, next to QuickBooks Desktop File, click Connect.
  5. Follow the instructions on the page to complete the new connection.

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