Exporting payroll journal entries to QuickBooks Online

Alerts and notices

If your client uses QuickBooks Online, you can export that client's payroll checks, vendor payments, and impounded liabilities as payroll journal entries from Accounting CS to QuickBooks Online.

If your firm runs Accounting CS locally, you must have Internet Explorer 10 or higher installed on that computer, or have the Internet Explorer 10 Compatibility View settings enabled by your network administrator, for the QuickBooks Online integration to work properly.


  • The File > Export > QuickBooks Online feature is available only when all of the following conditions are met.
    • The staff member who performs the export is a member of a security group that has the File Menu > Export > QuickBooks Online privilege enabled on the Setup > Firm Information > Security Groups > General tab. (Otherwise, the File > Export menu will not include QuickBooks Online.)
    • The Payroll (After-the-fact) service is enabled in the Add/Remove Services dialog for the client. (Otherwise, the client will not be included in the Client drop-down list in the QuickBooks Online Export dialog).
    • QuickBooks Online is selected in the Export to program field on the Setup > Clients > Integration tab for at least one client. (Otherwise, the the File > Export > QuickBooks Online menu command will be grayed out.)
  • The first time you connect Accounting CS to QuickBooks Online, the application displays the QuickBooks Online Integration license agreement. You must read the license agreement, mark the I accept the terms of the license agreement checkbox, and then click OK before you can continue. Once you accept the terms, the application will not display the license agreement again.
  1. Choose File > Export > QuickBooks Online.
  2. In the QuickBooks Online Export dialog, select the client for whom you want to export data.
  3. Click the Connect to QuickBooks button, and then enter the appropriate user ID and password to log in to the client's QuickBooks Online account.

    Note: After you successfully log in, the Connect to QuickBooks button changes to a Disconnect button. The application keeps you logged in to the client's account until you click the Disconnect button. QuickBooks Online sends a security token to Accounting CS, and that token is valid for 180 days.

  4. In the Export Details section, select the options to apply to this export.
    • Payroll journal entries. Because you can export only payroll journal entries to QuickBooks Online, this checkbox is always marked and cannot be cleared. To include checks that had already been exported during a prior export, mark the Include previously exported checks checkbox.
    • Detail to include. Mark the checkboxes for the transactions to include in the export, and then click the format to use for the export — Detail or Summary.

      The format of the exported data depends on the type of transaction you are exporting.

      • If you are exporting payroll checks, you can choose either detail or summary.
      • If you are exporting vendor payments, the transactions will always be exported in detail format and include each vendor transaction in the selected date range as an individual check, each using the reference numbers associated with that check.
      • If you are exporting impounded liabilities, the transactions will always be exported in the summary format. A separate journal entry will be created for the impounded tax agent liabilities, impounded payroll agent liabilities, and impounded firm vendor liabilities in the selected date range and will use the reference specified in the associated Reference field.

      Note: Detail format includes each payroll transaction in the selected date range as an individual check, each using the reference numbers associated with that check. Summary format creates one journal entry for all payroll transactions in the selected date range and will use the reference specified in the Payroll checks Reference field.

    • Reference. Specify a reference to be used for payroll checks and various liabilities as appropriate.
    • Export entries for. Specify the date range for which you want to export the payroll journal entries. If you previously exported data for this client, the application displays the date range of the last export in the Previous export date range field.
  5. Click the Export Data button to export the client's data from Accounting CS. Before the application exports the data, it automatically opens the QuickBooks Online – Manage Data dialog, where you can view prior export mappings and re-map items as necessary for future exports.

    Note: You can click the Manage Data button to open the QuickBooks Online – Manage Data dialog without exporting the data to QuickBooks Online.

  6. After the data has been exported, the transactions will be available for the client in QuickBooks Online.

Internal notes

Although we support the import and export of classes between Accounting CS and the desktop version of QuickBooks, we do not support the import or export of classes between Accounting CS and QuickBooks Online. 

If users feel strongly that they need to import or export classes, please ask them to post the suggestion in the Ideas Community. If enough users vote for it, we may be able to make a case for it in the future.

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