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Intuit

Export Intuit Online Payroll transactions to QuickBooks for Windows or Mac (IIF)

Use the steps below to set up and use the export function from Intuit Full Service Payroll and Intuit Online Payroll to QuickBooks Pro/Premier or QuickBooks Enterprise.

  1. Set up Export
  2. Import to QuickBooks Desktop
  3. Back up your QuickBooks Desktop file

See the FAQ (Frequently Asked Questions) area for answers to basic questions.

Set Up Export

Follow the steps below to setup exporting of payroll information into QuickBooks Desktop.

Intuit Full Service Payroll

  1. From the Home tab, under Related Activities, select Want to export to QuickBooks? Set up export preferences.

    Alternatively, from the Account Settings tab, select Set up now in the Export to QuickBooks section.
  2. Select QuickBooks for Windows or QuickBooks for Mac from the dropdown.Windows: Choose QuickBooks for Windows > Export my Full Service Payroll information to a downloadable IIF (Intuit Interchange Format) file.
    Mac: Select QuickBooks for Mac.
  3. Select which QuickBooks accounts to export to.

    Important guidelines for account selections:

    • You have 3 options for mapping expenses accounts: By item type, employee type, or employee name. Liability accounts do not have these 3 options.
    • Use only alphabetical characters and numbers in account names. If you have special characters listed in your account names in QuickBooks, you will need to remove them in order to successfully export from Intuit Full Service Payroll.
    • If you use subcategories or subaccounts, 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 use account numbers in QuickBooks, do not enter the account number in the account name. See screenshot.
    • If using a cash advance or employee loan deduction, enter an asset account.
    • If you use Cost of Goods Sold (COGS) accounts for expense accounts, please contact Payroll Support to enable this functionality for you.

    The following set of screens are the available mapping options:

    Bank Account:

    Wage Expense Accounts:

    All other accounts:

  4. Once you've reached the Review page, review your mapped accounts for accuracy and then click Finish!
Note: Did you create manual paycheck or tax payment entries for existing information in Intuit Full Service Payroll? If you have, you will need to delete these entries. Our system will itemize paychecks and tax payments a certain way, so it's important to use our export file to ensure easy reconciliation and avoid costly errors.

Intuit Online Payroll

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

  1. Select the Setup tab.
  2. Under the Export heading, click Preferences.
  3. Select QuickBooks for Windows (IIF) from the software drop down list.
  4. Select Next.
  5. In the Checking Account box, enter only the name of the bank account exactly as it appears in QuickBooks.
  6. Select Customize to enter the account names exactly as they appear in QuickBooks.
    • When entering accounts, read the help topics next to each field to choose the right account type. In general, enter an expense account for the Wage and Tax Categories. For the Liability accounts, enter the corresponding QuickBooks 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 QuickBooks 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 QuickBooks accounts for each pay type and tax type.
  7. Specify whether you use classes in QuickBooks for employees.
  8. If classes are selected, you can enter them on the next page after clicking OK at the bottom of this page.
  9. If you want to print checks using QuickBooks, select I will print paychecks using QuickBooks.
  10. Select OK

Import to QuickBooks Desktop

Follow these steps to Import your information into QuickBooks Desktop:

  1. Retrieve the .IIF File from your payroll software using the steps for your platform.
  2. Use the .IIF Import process to place your transaction information into QuickBooks Desktop.
  • If you use Right Networks to run QuickBooks Desktop, use the process below.

To retrieve the .IIF file:

Intuit Full Service Payroll

  1. Select Export to QuickBooks from the Payday Success or Home page.


    Note: If you receive a status 404 error, see How do I resolve a status 404 error when clicking "Export to QuickBooks" in the FAQ section.
  2. A window will appear with the number of paychecks and taxes that are included in the export file. Select Export to generate the .IIF file.

  3. Save the file to your computer.

Intuit Online Payroll

  1. Select the Payday tab > Paycheck List.
  2. In the Export section, select Preferences.
  3. Select the paychecks you want to export.
  4. Select Export to generate the file.
  5. Open the file in your Downloads folder.

To import the file into QuickBooks Desktop:

  • Windows: From QuickBooks Desktop, choose File > Utilities > Import > IIF files.
  • Mac: From QuickBooks Desktop, choose File > Import from IIF. You will be prompted to back up your QuickBooks company file before continuing. However, you can click Cancel Backup to skip this step. If you skip the backup in this step, QuickBooks will provide a list where you can locate the .iif file. Open the file and you'll then receive a message that the import was successful.
Note: Intuit does not offer assisted technical support for creating or importing .IIF files

Exporting .IIF Files to Right Networks

If you're using Right Networks to run QuickBooks Desktop, there are a few extra steps to importing.

To move your .IIF file into Right Networks:

  1. In a web browser, visit www.RightNetworks.com and select Support.
  2. Select Login to File Manager.

  3. Log in to your Right Networks account (these login credentials are commonly the same ones you use for QuickBooks).

    If you have trouble logging in, contact Right Networks at Support@RightNetworks.com or by phone at 888.417.4448 x2.
  4. From the File Manager screen, select the Blue Arrow icon pointing up.

  5. Select Add, browse to the .iif file on your computer, and select Open.

  6. Select Upload. The file is now stored on the Right Networks server.
  7. Go to QuickBooks and choose File > Utilities > Import > .IIF Files. Select the file you just uploaded to the Right Networks server.
  8. The .iif file will import into QuickBooks and you'll receive a success message.

Back up your QuickBooks Desktop file

Prevent accidental data loss by backing up your QuickBooks Desktop company.

See Back up the QuickBooks company file for more information.

FAQ

View these items to answer basic questions and perform tasks related to .IIF import/export processes.

How do I export my class tracking info via .IIF?

The export of class tracking is not supported via .IIF.

How do I attempt another export?

Use the steps below to re-export transactions from your payroll software.

Intuit Full Service Payroll

  1. Select the Home tab.
  2. Under Related Activities on the right, click Paycheck List.
  3. Select the checks to re-export.
  4. Select Export.
To re-export tax payments:
Please contact Payroll Support for further assistance.

Intuit Online Payroll

  1. Select the Payday tab > Export.
  2. Select checks & payments already exported to show exported paychecks and tax payments.
  3. Select the paychecks/pay you want to export.
  4. Select Export.

How do I view or change which accounts are mapped to my export preferences?

Use the below steps to review or update your export preferences.

Intuit Full Service Payroll

  1. Select the Account Settings tab.
  2. Select Edit to the right of Export Settings
  3. The accounts mapped to your export preferences will display. If you need to make changes, click Edit to the right of the section you need to update, update the account, and click Save.

Intuit Online Payroll

  1. Select the Setup tab.
  2. In the Export section, select Preferences.
  3. Select Customize.
  4. After changing the accounting preference, select OK > OK.

How does an .IIF file put paycheck data into my company file?

See the items below for more information about what your data will look like inside QuickBooks Desktop.

What happens when the data is imported into QuickBooks?

When your payroll is imported into QuickBooks, 1 transaction is created per paycheck in your check register.
  • The transactions are itemized (split) into multiple accounts based upon your export preferences.
  • When tax payments are exported, they are recorded in the corresponding QuickBooks tax liability account and reduce the liability.
  • These transactions in QuickBooks accounts keep your balance sheet and profit & loss statements up-to-date. Remember, you should continue to do all of your payroll reporting using our payroll service.

How are paychecks and tax payments itemized (split) in QuickBooks?

How paychecks are itemized:

In the following example, the employee received $400 in gross wages and received a net pay of $239.52. In addition, the employer paid a total of $46.50 for EMPLOYER taxes.

Account Type
Debit
Credit
Checking
239.52
Payroll Expenses: Wages
400.00
Payroll Expenses: Tax Expense
46.50
Payroll Liabilities: Federal (941/944)
60.83
Payroll Liabilities: IL Income Tax
14.60
Payroll Liabilities: IL Unemployment
21.75
Payroll Liabilities: Federal Unemployment (FUTA)
1.80
Payroll Liabilities: 401(k)
8.00
Payroll Liabilities: Pretax Health Insurance
100.00
Totals:
446.50
446.50
How tax payments are itemized:
Account Type
Debit
Credit
Checking
60.83
Payroll Liabilities: Federal (941/944)
60.83
Totals:
60.83
60.83

Pay split between paper check and direct deposit

We recommend that you print checks in our payroll service, not in QuickBooks Desktop. If you choose to print checks from QuickBooks Desktop, only the paychecks can be printed. The pay stubs will still need to be printed from Online Payroll.
Additionally, be aware when printing a paycheck from QuickBooks Desktop, the amount of the employee's direct deposit will be included in the check amount, and you will overpay the employee.

How do I resolve a status 404 error when clicking Export to QuickBooks?

This error is normally associated with your browser's cache.
To resolve:
  1. Clear your temporary internet files and cookies. See Delete or disable cache and temporary internet files in your web browser.
  2. Attempt to re-export the .IIF file by going to your Paycheck List, selecting the checks to be exported, and then clicking Export.

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