Exporting to QuickBooks
Overview
ProPay allows you to export payroll data to QuickBooks using the IIF (Intuit Interchange Format) file format. This integration streamlines the process of recording payroll transactions in your clients' accounting software.
Before You Begin
You should have a printout of the Chart of Accounts from QuickBooks available to match the exact spelling of the G/L account names. The G/L account numbers (if any) are not used.
Important: The spelling of the G/L account names must be exact, or the transactions will not be imported.
Creating an Iif File to Export to QuickBooks
- Go to Client Functions > Misc > Export Files.
- From the drop-down menu, select Export Register to QuickBooks.
Configuring the Export
Selecting clients
On the export screen, you can select which clients you wish to export to QuickBooks.
File location
The file can either be saved in your ProPay20 folder, or you can click the three dots and browse to where you would like to save the file.
When exporting, ProPay will create a file for each client. The file name will be Client_CH.IIF.
Date range
You will need to input the date range you are exporting from ProPay to QuickBooks.
QuickBooks Account Mapping
You must map ProPay categories to the corresponding QuickBooks account names. Make sure account names are spelled the same as they appear in your clients' QuickBooks setup.
QuickBooks bank account name
Enter the G/L account name used in QuickBooks to deduct the total of all payroll disbursements (for example, "Checking Acct" or "Payroll Account").
This is the offsetting account for all checks written from ProPay. This account is found in the "Assets" section of the chart of accounts.
QuickBooks processor bill account
Enter the G/L account name used in QuickBooks to deduct the amount charged for payroll services (for example, "Accounting Expense").
This could be either a liability or an expense account depending on your accounting system.
QuickBooks details account
Enter the G/L account name that you use in QuickBooks to enter the net pay of your payroll (for example, "Payroll Expense").
This could be either a liability or an expense account depending on your accounting system.
QuickBooks tax account
Enter the G/L account name that you use in QuickBooks to enter the tax payments (for example, "Payroll taxes").
The amount of this entry includes both employer's and employees' taxes. This could be either a liability or an expense account depending on your accounting system.
QuickBooks deductions
Enter the G/L account name that you use in QuickBooks to enter the third-party payments (for example, "Garnishment checks").
This could be either a liability or an expense account depending on your accounting system.
Important Precautions
Caution: The spelling of the above G/L account names must be exact, or the transactions will not be imported.
Advise your client to back up their QuickBooks file prior to importing. In case there is a mismatch in the G/L account names, it may cause corruption to QuickBooks files or chart of accounts.
Importing the Iif File to QuickBooks
Step 1: Open the import utility
- Open QuickBooks.
- Go to File.
- Select Utilities.
- Select Import.
- From the file types, select .IIF files.
Step 2: Import the file
- From the Import IIF screen, click Import It For Me.
- This import option will allow the IIF file structure that is created in ProPay to import into QuickBooks.
Troubleshooting
If the import fails:
- Verify all account names are spelled exactly as they appear in QuickBooks
- Ensure you selected the correct IIF file
- Check that the QuickBooks company file is open
- Verify you have permission to import data in QuickBooks
- Review the QuickBooks import log for specific error messages
Best Practices
- Always back up QuickBooks before importing
- Test the import with one client first
- Verify the transactions imported correctly before proceeding with additional clients
- Keep a log of which date ranges have been exported to avoid duplicates
- Review imported transactions in QuickBooks to ensure accuracy