Export data to QuickBooks for Windows (IIF)
You can export payroll data to QuickBooks.
You have completed Intuit Online Payroll setup and are setting up export to QuickBooks.
Set up your QuickBooks accounts for payroll data
If you have not set up payroll accounts in QuickBooks, Intuit will set them up for you the first time you import data into QuickBooks. Just enter the account names you prefer at the Accounting Software Integration page following the instructions in Step 3.
If your QuickBooks company already contains appropriate accounts, write down their names or print the account list and highlight the ones you will use for the data from Online Payroll. If you mistype, we will set up a QuickBooks account with the mistyped name. Use only the account name, not any account numbers.
- To check the list of accounts in QuickBooks, 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 subaccounts, use a colon to separate the category name from the subcategory; for example: Payroll:Gross Wages (no space before or after the colon)
Set up QuickBooks classes
Set up accounts in Intuit Online Payroll
- Click the Setup tab.
- Under the Export heading, click Preferences.
- Select QuickBooks for Windows (IIF) from the software drop down list.
- Click Next.
- In the Checking Account box, enter only the name of the bank account exactly as it appears in QuickBooks.
- Click 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.
- Specify whether you use classes in QuickBooks for employees.
- If classes are selected, you can enter them on the next page after clicking OK at the bottom of this page.
- If you want to print checks using QuickBooks, select I will print paychecks using QuickBooks. Note: If you select this option, see Pay split between paper check and direct deposit below.
- Click OK.
What to do after you create paychecks or tax payments
- Create paychecks or tax payments as usual.
- Approve your checks or payments.
- From the Pay Day tab, click Export.
- Select the checks and payments 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.
- Click Export.
- At the File Download window, click Save. (Not sure where the downloaded file went? See the External Links section below for help with your browser)
- Save the file to your desktop
- The export file is called payroll.iif. We recommend that you accept that default name.
- If there is a warning that the file already exists, click Yes to overwrite.
Next, import the payroll file into QuickBooks.
- Open QuickBooks.
- At the File Menu, click Utilities > Import > IIF Files.
- Locate the payroll.iif file you saved.
- Click Open.
- Click OK.
What happens when your data is entered into QuickBooks
The bank account transaction contains splits that affect multiple accounts, depending upon the number of accounts you specified 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 tax liability account and reduce the liability.
These transactions in QuickBooks accounts keep your balance sheet and profit & loss statements 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 our payroll service, not in QuickBooks. If you choose to print checks from QuickBooks, only the paychecks can be printed from QuickBooks. The pay stubs will still need to be printed from Online Payroll.
In the case where an employee receives part of their pay as a direct deposit and the other part as a paper check, the paper check portion must be printed from Online Payroll. If you print a check in QuickBooks for this type of pay transaction, the printed check will include the amount already paid by direct deposit and you will overpay the employee.
Back up QuickBooks
- Select File > Create Backup.
- Select Online Backup or Local Backup.
- Click the Options button. Use the Backup Options window to tell QuickBooks:
- Where to save your backup
- How often to remind you to back up your company file
- Whether to check your company file for damage before creating a backup
- Choose whether to:
- Save the backup now
- Save the backup now and schedule future backups
- Only schedule future backups
- If you chose to save the backup now, in the Save Backup Copy window, change the same of the backup, if necessary. Then click Save.
If you chose to save the backup now and schedule future backups, or if you chose only to schedule future backups, create a backup schedule. Then click Finish.