Migrating from a third-party app to QuickBooks Workforce

Your client wants to switch payroll providers, but it's May. QuickBooks Workforce (formerly QuickBooks Online Payroll) now imports the entire year-to-date pay history from your client's third-party payroll app using two report uploads, with a guided review hub so you verify the data without re-entering a single paycheck.

If you've ever asked how to handle a third-party payroll migration to QuickBooks Workforce mid-year without the manual data entry that usually makes switching a second job, this webinar walks through the new migration experience, including the prep checklist for client coordination, the two-file upload flow, automatic data extraction and categorization, the review hub for payroll items and employee profiles, year-to-date payroll history import with quarterly verification, and the first payroll run.

In this webinar, you'll learn how to:

Prep checklist with client email handoff: Use the built-in prep checklist on the payroll overview page to see exactly what information you need from your client before starting, then email the full checklist to your client directly from QuickBooks Workforce so they can gather tax IDs, bank details, and other inputs while you set up.
Two-file upload from your client's third-party provider: Export two standard reports from your client's existing payroll system (typically an employee summary and a payroll journal or earnings record), drag and drop both files into QuickBooks Workforce, and let the system extract employee details and pay history automatically without manual entry.
Review hub with quality-gated data: Land on the review hub once the import is processed (about one business day) and see active employee counts, inactive employees, work locations, pay schedules, and a flagged list of items that need review, all already vetted by a QuickBooks migration specialist before you see it.
Payroll item mapping: Map every payroll item from your client's third-party system to its QuickBooks Workforce category from a dropdown of valid options, with the mapping applied to every employee profile and every historical paycheck, so you set it once, and it applies everywhere.
In-line employee profile review: Edit employee profiles directly in the grid view, filter by payroll-ready status or missing fields to find gaps quickly, and send a bulk QuickBooks Workforce invite so employees can fill in their own direct deposit details and masked SSNs instead of you chasing them down.
Year-to-date payroll history verification: Verify total year-to-date net pay, along with per-employee breakdowns by pay type, deductions, contributions, and tax lines, with separate tabs for current quarter and year-to-date totals, so the numbers reconcile with what your client filed before the switch.
First payroll run: Complete tax setup (EIN, deposit frequency, SUI rate), connect the business bank account for direct deposit and tax payments, and run the client's first payroll on QuickBooks Workforce with all employees, pay history, and items already verified by you.

Grow Your Practice.Master Your Clients' Finances.

Grow Your Practice.
Master Your Clients' Finances.