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Import payroll from QuickBooks Desktop to Online

Import payroll from QuickBooks Desktop to Online

Utilizing QuickBooks Desktop, you can deal with your bookkeeping measures when you are at the workplace. However, QuickBooks Online permits you to get to your monetary data just as reports. However, utilizing QuickBooks online leads to track your business operations whenever and anytime. So, QB users want to import the payroll from QuickBooks online.

The data importer is one of the best ways in the QuickBooks online standard payroll enabling customers to import the FPS file into an XML format via QuickBooks Online standard payroll. The import process can be taken from the QuickBooks Desktop payroll where you can easily find the latest FPS data to download, copy, or export. You also have the choice to create your own life .XML life. This blog gives you complete details on the “Import Payroll from QuickBooks Desktop to Online”

Point to note: You get access to import only one file which must include multiple payroll schedules. The file must include the employees monthly or weekly but not both. In any case, if you run both weekly monthly payroll, then you have to choose the FPS file with a large number of employees. You can also add all missing employees if you want. 

Brief Description of QuickBooks Online  

Is it true that you are an entrepreneur who is consistently in a hurry? Do you need the adaptability to make changes in a flash in the customer’s office? QuickBooks Online is perhaps the best product by Intuit that assists organizations with turning out to be versatile with regards to taking care of their essential fiscal reports alongside the data. 

Bookkeeping has consistently been a difficult endeavor for organizations however it can’t be disregarded. To resolve the problem of overseeing books, QuickBooks comes in two variations as QuickBooks Desktop and QuickBooks Online. 

What are the differences between the QuickBooks Desktop and QuickBooks Online? 

QuickBooks Online is one the most advanced versions that allows organizations to get to their business accountancy data anyplace, whenever, and on different devices tablets, cell phones, and PCs. QuickBooks Online guarantees that all your data is upheld up and you have prompt admittance to the most recent updates and highlights. All the more thus, you can incorporate QuickBooks Online with more than 300 applications you’ve been as of now utilizing.

Here are the mentioned major differences between QuickBooks Desktop and QuickBooks Online:

FeatureQuickBooks DesktopQuickBooks Online
Internet DependencyDoes not require internetRequires internet connection
ReportingAdvanced reporting featuresStandard reporting options
AccessibilityInstalled on computer/serverAccessed through web browser or app
CostOne-time purchase + upgradesSubscription-based pricing
Real-time UpdatesManual updatesAutomatic updates
CustomizationExtensive customizationLimited customization options
Advanced FeaturesAdvanced features availableLimited compared to Desktop
CollaborationLimited collaborationReal-time collaboration
Data BackupManual data backupAutomatic data backup

How to Import Payroll Data into Quickbooks

Features and Benefits of QuickBooks Online

Amazing features and facts of QuickBooks Online that you will not discover in QuickBooks Desktop: 

  • Automatically plan to track all financial programs and perform transactions. 
  • Track changes throughout the time utilizing the Audit Log choice 
  • New financial standards will automatically get an update to the latest release by setting “Auto-add to enroll”
  • With the assistance of a cell phone, you can without much of a stretch join records, marks, pictures, and add more to transactions. 
  • Make non-posting transactions of deferred charges and postponed credits that you can charge for or apply later.
  • Maybe following by class, you can follow by area and pick different area names. 
  • You can easily set up various spending plans for each financial year. 
  • Automatically download bank transactions, making it simpler 
  • To get a precise and definite report, use the executives’ reports that make your report from cover page to end-note
  • It very well may be flawlessly incorporated with outsider applications.
  • Appreciate limitless time following and detailing. 
  • Make non-posting transactions of deferred charges and postponed credits that you can charge for or apply later. 
  • Use diary passages to profit from various records receivable/creditor liabilities lines. 

Why QuickBooks Online? 

With QBO, you can without much of a stretch access every one of the new updates or forms of the product. This at last saves you time since you don’t need to hang tight for the most recent rendition as on account of QuickBooks Desktop. In QBO, your rendition will be automatically redesigned. 

Intuit is underscoring more on QuickBooks Online to improve the products and quicker abandoning QuickBooks Desktop. So, how about we investigate a portion of the advantages of QBO: Assurance and mechanized reinforcement of data on QBO are supported and gotten by Intuit’s workers. This implies you don’t need to stress over data penetration or burglaries, and nothing will be put away on your frameworks. 

How to Import Payroll from QuickBooks Desktop to Online?

Perform the Guidelines step-by-step to complete this program in just the first attempt.

  • The initial step is to log into the QuickBooks online Standard Payroll
  • Open the Employees or Payroll menu and all options will appear on your screen 
  • Choose “Let’s Go” and move forward with the displayed guidelines 
  • Once the confirmation window is displayed on your screen, hit the Yes button to Import your data
  • Then, a new window  will appear on your screen, choose the “Previous Payroll Software”
  • Click on the Next button and choose “Upload File”
  • Choose the XML file that you want to import. 
  • At last, choose Next to start the import. 

If you find an issue or are unable to import the file, you need to take action immediately. 

  • Firstly, log into the previous payroll software 
  • Then export the full payment submission with a large number of employees. But make sure, it must be in XML format. 
  • User has to ensure to select the latest FPS with the highest number of employees to make sure that they can choose where they left off with limited manual entry.
  • Then, you have to save the file in a safe location.
Point to be Noted: While moving from the QuickBooks Desktop to the QuickBooks online, then the previous desktop payroll liability and expense account. Must be sure that your QuickBooks online create new payroll liability and expense accounts while running the first payroll. The user has to rename the old desktop payroll accounts in QuickBooks online after importing. 

Final Words!

Thank you for reading this blog, I hope the above information was useful for you to Import Payroll from QuickBooks Desktop to QuickBooks Online. It will help you run your organization on more advanced features to swift business productivity.


  1. Is it possible to import the payroll data into QuickBooks Online?

    Yes, you can do it in two different ways. The first one to import the payroll details from the QB desktop to the QB online which is presently not available. The second one is to enter the payroll data or you can run it in the normal edition.

  2. What benefits I get once I import the payroll from the QuickBooks Desktop to Online?

    You find many features to reduce your all business complex issues and make things easy to handle.  The new things you get all process run on automated to avoid the human errors such as budgets, bills, and bill payments, audit trial, attachment, credit card charges, and many services.

  3. Once I imported payroll from QuickBooks Desktop to Online, is it possible to run QuickBooks Desktop and QuickBooks online simentenously?

    It is not required because QuickBooks Desktop and QuickBooks Online have their features. If you entered any data or run any command in the online version, it will automatically appear in the app as long as the system is connected to the internet connection.

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Payroll from XML ↗

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CSV File ↗

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IIF File ↗

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Voluntary Payroll Deductions ↗

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Transactions ↗

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Payroll Items List ↗

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Payroll Transactions ↗

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PayPal Transactions ↗

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Import Issue ↗

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IIF Import Error 3040

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