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Prior Provider Data Extraction

Prior Provider Data Extraction

Streamline payroll migration with essential data extraction guidelines for prior providers.

Introduction

A company’s prior payroll provider plays a major role in determining the ease—and speed—of migrating payroll to Check. Some providers, like Paylocity or Proliant, offer strong reporting that streamlines setup. Others, such as Sage 300 or QuickBooks Desktop, can add significant complexity due to limited or unstructured data.

To help you prepare, we’ve outlined a Prior Provider Complexity Guide that includes additional factor that can impact setup timelines.

This guide is designed to help partners and customers set accurate expectations and prepare the right documentation to keep implementation on track.

Paycor: Easy

Employee Demographics

Includes demographic information, earning rates, and withholdings.

  1. Navigate to Reports > Custom Reports.
  1. Click the Custom Templates tab at the top.
  1. Select the EE Demographics report.
  1. Go to the Filters tab.
  1. Select the company you’re working with.
  1. Choose to show paid employees only.
  1. Click Run Report.
Workplaces

Work location data is found at both the company and employee level.

  • Company-level: Go to Company > Work Locations or Departments.
  • Employee-level: Navigate to People, then view each employee’s assigned work location. (Visibility depends on how the company is configured.)
Direct Deposit
  1. Go to Reports > Custom Reports.
  1. Click the Custom Templates tab.
  1. Select the EE DD report.
  1. Open the Filters tab.
  1. Choose the relevant company.
  1. Click Run Report.
Earning Rates

These are included within the Employee Demographics report.

Withholdings

🚨 Dollar values for deductions are not included in this report. You must pull those from individual employee profiles.

  1. Navigate to Reports > Custom Reports.
  1. Click the Custom Templates tab.
  1. Select the EE Withholding report.
  1. Open the Filters tab.
  1. Select the company.
  1. Click Run Report.
Deductions
  1. Go to Reports > Custom Reports.
  1. Click the Custom Templates tab.
  1. Select the EE Deductions report.
  1. Open the Filters tab.
  1. Choose the company you’re working with.
  1. Click Run Report.
Historical Payrolls
  1. Click the hamburger menu (☰) in the upper-left corner.
  1. Navigate to Reports > Custom Reports.
  1. In the Custom Templates tab, find the YTD Payroll report.
  1. Click the orange report name to configure.
  1. Go to the Columns tab.
  1. Add the following fields:
      • From Personal Info: Employee Name
      • From Distributed Earnings, Deductions, and Taxes (Current tab): Select all checkboxes
      • From Check Summary (Current tab): Check Date, Gross Wages, Net Amount, Total Deductions, Total Tax Withholdings, Period End Date
  1. Click Save and Continue.
  1. In the Filters tab:
      • Select only the relevant company under Client
      • Ensure all options are selected under Payroll and Paygroup
      • Enter the required date range
  1. Click Save and Continue.
  1. Click Run Report.
  1. Confirm in the pop-up box.
  1. Once generated, click the Download option on the report.
Tax Returns

❗ These cannot be exported from the system. The partner or client will need to retrieve and submit tax return documents manually.

Tax IDs and Rates
  1. Navigate to Pay > Pay Settings > Taxes.
  1. Click into the desired Tax Authority.
  1. Select the Tax Code & Description (highlighted in blue) to view full details.

Proliant: Easy

Note: Proliant usernames typically begin with a state abbreviation followed by a company ID. You can switch between companies via the dropdown at the top of the Proliant interface.

Employee Demographics

Includes personal details, contact info, employment status, and key identifiers.

  1. Go to Report & Analytics → Report Writer
  1. Select Advanced Report Writer
  1. Click Add Report Writer Report
  1. Add the following fields under Column Headings:
      • Personal → Demographics
        • First Name
        • Last Name
        • Middle Name
        • Address 1
        • Address 2
        • City
        • State
        • Zip
        • Social Security Number

            • Birth Date

        • Personal Email
      • Personal → Employee Status
        • Employee Status
        • Employee Description
        • Hire Date
        • Termination Date
  1. In the left-hand panel, click Report Properties
      • Set Output Format to Excel Spreadsheet (XLS)
  1. Save the report
  1. Run the report
Workplaces

Proliant does not store workplace or location-level assignment data in standard fields.

Direct Deposit
  1. Go to Report & Analytics → Report Writer
  1. Select Advanced Report Writer
  1. Click Add Report Writer Report
  1. Add the following fields:
      • Personal → Demographics
        • First Name
        • Last Name
        • Middle Name
      • Direct Deposit
        • Priority
        • Routing Number
        • Account Number
        • Checking?
        • Amount
        • Amount Code
        • Start Date
        • End Date
        • Is Active
  1. Go to Report Properties
      • Set Output Format to Excel Spreadsheet (XLS)
  1. Save the report
  1. Run the report
Earning Rates
  1. Go to Report & Analytics → Report Writer
  1. Select Advanced Report Writer
  1. Click Add Report Writer Report
  1. Add all relevant fields from the Rates section
  1. Under Report Properties, select Excel Spreadsheet (XLS) as the output
  1. Save and Run the report
Withholdings
  1. Go to Report & Analytics → Report Writer
  1. Select Advanced Report Writer
  1. Click Add Report Writer Report
  1. Add the following fields:
      • Personal → Demographics
        • First Name
        • Last Name
        • Middle Name
      • Taxes
        • Select All available tax fields
  1. In Report Properties, choose Excel Spreadsheet (XLS) as the output
  1. Save and Run the report
Deductions

Two report options are available depending on what deduction data is needed.

To view 401(k) contributions:

  1. Search for the 401K Audit Report
  1. Set Output Format to Excel Spreadsheet (XLS)
  1. Run the report

To view recurring deductions:

  1. Locate the Employee Deduction Setup report
  1. Choose Microsoft Excel as the report format
  1. Switch to Listing View
  1. Select All deduction types
  1. Save and Run the report
Historical Payrolls
  1. Navigate to Report & Analytics → Reports Library
  1. Click All Reports
  1. Search for and select DET Export (Excel)
  1. Under Date Selection, choose the appropriate Quarter
  1. Under Company Filter Options, select the relevant company
  1. Under Additional Options, check the box to Include Employer Taxes
  1. Title the report appropriately (e.g., “YTD Payroll”)
  1. Save to My Reports
  1. Repeat the process for each quarter as needed
Tax Returns
  1. Navigate to Report & Analytics → Reports Portal
  1. Select the Tax section
  1. Choose the relevant Year and Quarter
  1. Click on the tax packet to download
  1. Repeat for all quarters required

Restaurant365: Easy

Logging In

You may need two separate logins:

  1. The first is for the Accounting portal
  1. The second is for Workforce, where reports and employee data are accessed

After logging into the Accounting portal:

  1. Use the dropdown in the upper navigation bar
  1. Select Workforce — this will prompt you to log in to the Workforce platform
Employee Demographics

This report includes demographic info, workplace, direct deposit, earnings, and withholdings.

  1. Navigate to Reports → Custom Report Builder
  1. Choose the report template: Employee Census
  1. Click Select Columns and include the following below
  1. Click Run Report
  1. Save as CSV
Demographics
Dates
Income
Additional Income
Taxes
Company Employee ID First, Middle, Last Name Bank Account Social Security # Location Employment Status Personal Email Job Title Employee Type (W2/1099) Address, City, State, Zip Mobile Phone Number
Hire Date Birth Date Termination Date
Salary per pay period
Rate 1–4 Default Regular Default Overtime
Withhold Status Unemployment Status Federal / State Exemptions State Dependents Withhold Federal / Social Security / Medicare / State Tax W4 Tax Year Two Jobs Indicator Claimed Dependents Total ($) Other Income Deductions
Workplaces

Included in the Employee Census Report—see the “Location” field.

Direct Deposit
  1. Go to Reporting → Report Manager (ensure pop-up blocker is off)
  1. Under Employee:
      • Double click Direct Deposit List
      • Run and Download the report
  1. If the report is blank:
      • Go to Payroll
      • Double click Direct Deposit Register
      • Enter the most recent payroll dates
      • Run and Download the report
Earning Rates

Included in the Employee Census Report under “Income” and “Additional Income”.

Withholdings

Included in the Employee Census Report under “Taxes”.

Deductions
  1. Navigate to Reports → Custom Report Builder
  1. Select the Deductions report template
  1. Choose the following columns below
  1. Click Run Report
  1. Download as CSV
Demographics
Deduction Information
Employee ID First Name / Middle Name / Last Name
Deduction Amount Employer Amount Deduction Wages Match Amount Check ID
Historical Payrolls
  1. Go to Reporting → Report Manager (ensure pop-up blocker is off)
  1. Under Payroll, double click Payroll Allocation
  1. Enter the following:
      • Date Range needed
      • Location, Department, and Employee = All
  1. Run report to confirm correct data
  1. Download via Excel (CSV) button

Note: For current quarter or check date verification, use the Payroll tab to download the Payroll Allocation Report.

Tax Returns
  1. Go to Reporting → DocVault
  1. Under Tax Documents, locate the quarter needed
  1. Click View File next to each tax packet
  1. Repeat for all required quarters

ADP Workforce Now: Medium

Employee Demographics
  1. Go to the Reports & Analytics dropdown and select Reports Dashboard
  1. Search for Employee Census and open the report
  1. Select Appearance and Other Settings Change Tax ID and Birthday from Partially Masked to Not Masked, and Save
  1. Run the report as Excel
  1. This report includes additional data—remove unneeded columns before import to Flat File
Workplaces

Not available as a separate report; location info may be included in Employee Census (Location column).

Direct Deposit
  1. Navigate to Reports & Analytics → Standard Reports → Personal & Employment
  1. Select Direct Deposit Information
  1. In Appearance and Other Settings, configure:
      • Group by Name
      • Tax ID = Not Masked
      • Bank Account Details = Not Masked
      • Report Info As Of = Today
      • Available Deduction Codes = Select All
      • Click Save
      • Run the report as Excel
Earning Rates

Included in the Employee Census Report (under Income and Additional Income sections).

Withholdings
  1. Go to Reports & Analytics → Personal & Employment
  1. Select Employee Profile
  1. Click the ✏️ What’s Displayed on the Report and make the following changes:
      • Personal Information: Keep only Personal Profile
      • Employment Information: Uncheck all
      • Pay Information: Keep only Tax Withholdings
      • Statutory Compliance & Talent Profile: Uncheck all
      • Click Save
  1. Next, click the ✏️ for Appearance and Other Settings and configure as shown:
      2. Notion image
Deductions
  1. Navigate to Reports & Analytics → Custom Reports
  1. Click Standard, search for Voluntary Deductions
  1. Open the report and modify:
      • Company Selection
      • Displayed Fields
      • Sort Order
  1. Save and Run the report
Historical Payrolls
  1. Go to Reports & Analytics → Reports Dashboard
  1. Search for Payroll History and open the report
  1. Click What’s Displayed on the Report
  1. Select the following fields:
    1. Period Beginning Date
    2. Period Ending Date
    3. Federal/State/Local Taxes – Employer
    4. Federal/State/Local Taxable Wages
  1. Save the display settings
  1. Click Appearance and Other Settings
  1. Under Request Period, choose:
    1. A Closed Quarter (e.g., 1/1–3/31)
    2. Or Year-to-Date to get all check dates
  1. Save and Run as Excel
Tax Returns
  1. Go to Reports & Analytics → Federal/State/Local Tax Documents – 940/941
  1. Under the Federal tab:
      • Select each Closed Quarter
      • Click Download Selected
  1. Go to the State tab:
      • Select all Closed Quarter returns for each applicable state
  1. Return to the main menu
      • Under Tax & Banking, select Statement of Deposit
      • Download for each applicable quarter
Courtesy Withholdings
  1. Go to iReports → Payroll & Quarterly/Annual Reports
  1. Select Quarterly/Annual Reports
      • Update the date range to include the full quarter
  1. Look for the report: DJ6 – Wage and Tax Register (run for the most recent quarter)

Gusto: Medium

Employee Demographics
  1. Navigate to Reports in the Gusto dashboard.
  1. Click on Employee Summary.
  1. Click Generate Report.
  1. Download the file as a CSV.

This report includes employee-level information such as names, contact details, positions, and pay rates.

Contractor Demographics
  1. Go to Reports.
  1. Export the following reports (if available):
      • Contractor Details
      • Contractor Payments

These reports only appear if the company has contractors in Gusto.

Workplaces
  • Workplace details are included in the Employee Demographics report.
  • Note: To access local tax information and worker locality, use the Payroll Data Export report:
    • Only available by year
    • Includes multiple tabs that must be pivoted and merged
    • This report is the only source for local tax visibility in Gusto.
Direct Deposit

Important: Direct deposit information is not available for contractors. Split deposits are also not fully visible — export limitations may show only part of the data.

To export direct deposit info for employees:

  1. Go to Reports.
  1. Click on New Custom Reports.
  1. Apply filters:
      • Under Employee Status, select All Active Employees.
  1. Add the following columns:
      • Employee First Name
      • Employee Last Name
      • Bank Account (Account Number)

          • Bank Account (Routing Number)

      • Bank Account (Type)
  1. Click Save.
  1. Download as PDF only. Do not download as XLS or CSV, as the account numbers may export incorrectly.
Earning Rates & Withholdings

These are included within the Employee Demographics report.

Deductions
  1. Navigate to Reports.
  1. Click on Benefits Deductions.
  1. Click Generate Report.

To view employee-specific deduction details:

  • Go to Benefits
  • Scroll to Active Benefits
  • Click into a benefit (e.g., "401(k)").
  • Switch to the Employees tab to view each employee’s contribution % or fixed amount.
Historical Payrolls

Key Notes:

  • The Payroll Journal Summary by Employee (PDF) is required to confirm if any 2% shareholder details are missing.
  • Local taxes appear only in the Payroll Data Export (annual, multi-tab report).

Steps for Closed Quarters

Option 1 (Modern UI)
Option 2 (Legacy UI)
1. Go to Reports > Payroll Journal. 2. Select the closed quarters. 3. Check off the required fields. 4. Choose the quarter and view the report. 5. Toggle between List and Table view. 6. Download the report.
1. Navigate to Reports > Payroll Journal (Legacy). 2. In report settings, select: ◦ “Summary and Individual Payroll Details” ◦ Quarterly Date Range ◦ All Employees ◦ Group by Employee ◦ Choose desired quarter ◦ Select CSV ◦ Check all required boxes 3. Click Generate Report and download as CSV. 4. Repeat steps for each quarter.

Open Quarter Payrolls

Follow the same process as above but select the “current quarter” instead.

Minnesota-Specific Guidance

If the company has employees in Minnesota, retrieve the Subject Wage Report to confirm the Workforce Development Fee. Gusto groups this with the Additional Assessment Tax, so manual calculations and adjustments may be needed in Console/FF.

Tax Returns
  1. Navigate to Taxes & Compliance in the left-hand menu.
  1. Click View Tax Forms > Tax Documents.
  1. Under the Federal tab:
      • View and download documents by period.
  1. Repeat the process under the State tab for each applicable state.

Heartland: Medium

⚠️ Important: Heartland has a limit of 500 employees per export. Reports may need to be run in batches if the client exceeds this threshold.

Employee Demographics

⚠️ Note: PDF format limits usability for direct imports. Data may need to be manually transcribed.

  1. Navigate to Reports → On Demand Reports → Date Range Reports → Employee Profile
  1. Set “As of” date to Today’s Date
  1. Choose the desired Employee Status (defaults to all employees)
  1. Click Run Report (generates as PDF only)
  1. This report includes:
      • Employee demographics

          • Direct deposit information

      • Tax setup

Alternative Reports:

  • W2 Verification Report: Navigate to Reports → On Demand Reports → Pay Period Reports
    • Choose Employee W2 Verification
    • Select the applicable Pay Group and Payroll Date (may need to run multiple)
    • Fields: Name, SSN, DOB, Term Date, W2 Type, Status, 401(k) indicator, Address
    • PDF format only
  • New Hire Report (w/ SSN):  Reports → On Demand Reports → Date Range Reports → EE New Hire Report
Workplaces

Not explicitly available as a separate report. Work location info may need to be confirmed manually or inferred from employee profile fields.

Direct Deposit
  1. Go to Reports → On Demand Reports → Pay Period Reports
  1. Choose Employee Direct Deposit Setup Report
  1. Select the Pay Group and most recent check date
      • May need to run for multiple dates if some employees are missing
  1. Click Run Report (PDF only)
Earning Rates

Not available in a dedicated report. May appear in payroll or profile exports as part of pay details.

Withholdings
  • Run a Custom Writer Report to export detailed tax withholding data.
  • Confirm that tax-related fields (e.g., federal/state filing status, exemptions) are selected when configuring.
Deductions
  1. Navigate to Reports → On Demand Reports → Date Range Reports
  1. Choose Deduction Export
  1. Set the Date Range to the most recent payroll processed

⚠️ This only reflects what was processed, not what's configured on the employee.

Historical Payrolls

Option 1: Check History Detail

  • Go to Reports → On Demand Reports → Date Range Reports
  • Select Check History Detail
  • Choose a date range by quarter:
    • Q1: 1/1 – 3/31
    • Q2: 4/1 – 6/30

        • Q3: 7/1 – 9/30

    • Q4: 10/1 – 12/31
  • Format: Excel (XLSX)
  • Contains: Employee earnings, deductions, and taxes only

Option 2: Labor Allocation Detail

  • Report Name: Labor Allocation Detail (PDF only)
  • Use to view employer taxes
  • Requires manual conversion to Excel if needed
Employer Taxes

Option A: Employee Labor Detail Expense

  • Navigate to Reports → On Demand Reports → Date Range Reports
  • Report: Employee Labor Detail Expense
  • Must be run by each check date for open quarters
  • Format: Excel
  • Combines employee and employer tax data

Option B: Run Individually by Tax Type

  • Navigate to Date Range Reports
  • Use these reports:
    • Federal Tax Export
    • Employee State Tax Export
    • Employer State Tax Export
    • Local Tax Export (if applicable)
Tax Returns
  1. Navigate to Reports → Quarterly Reports
  1. Click the Actions icon next to each quarter needed
  1. Select View PDF and download

iSolved: Medium

Employee Demographics

Recommended report type: Payroll Employee Summary Report (via Report Writer). This will prompt either a Preview by Company or Preview by Payroll tab.

  1. Navigate to Reporting → Report Archive
  1. Select:
      • Year
      • Period
      • Apply Federal/State filters
      • Click Filter
  1. To download forms:
      • Select the first checkbox, then click View Selected Forms
      • Alternatively, select View Report next to each Output Item to download individually
Workplaces

Work location data may be included within employee profiles or demographic reports.

Direct Deposit
  1. Go to Client Reports
  1. Locate and run the Direct Deposit Report

⚠️ This report runs by payroll—you will need to run the report for each payroll in the calendar year to capture all employees.

Earning Rates

Often included within employee profile or demographic reports pulled through Report Writer.

Withholdings
  1. Navigate to Reporting → Client Reports
  1. Search for Employee Profile with Check Accumulations – As of Date
  1. Configure as follows:
      • As of Date: 01/01/YYYY (use current year)
      • Date Type: Pay Date
      • Legal Company: Select appropriate company
      • Pay Groups: Select applicable
      • Format: Excel
      • Leave remaining fields blank
  1. Click Generate Report
  1. Go to My Reports Queue and download the file

📌 This file includes additional info across separate tabs

🚫 Federal Dependents are not included—run a separate Employee Profile report if needed

Deductions
  1. Use the Report Writer function
  1. Run a Payroll Register to identify active deductions
  1. Create a custom report and include:
      • Start Date
      • Stop Date
      • Amount
      • Percent
      • Employment Status (to filter for active employees)
Historical Payrolls
  1. Navigate to Client Reports
  1. Set Report Category to All
  1. Search for Check History Detail
  1. Configure:
      • Date Range: Choose quarterly or custom pay date range
      • Company: Select client company
      • Pay Groups: Select all applicable
      • Employee: Leave blank
      • Include Employer Taxes: ✅ Checked
      • Format: PDF only
  1. Download and convert the file using Able2Extract to create a CSV
Tax Returns
  1. Go to Reporting → Return Archive
  1. Select the Year
  1. Click Filter
  1. Download the applicable returns, or select all and bulk download

Paychex Flex: Medium

Employee Demographics
  1. Navigate to Analytics & Reports → Live Reports
  1. Select Employee Listings
  1. Choose Employee Demographic Data
  1. Under Filters, remove the filter for “Status is not Terminated” by clicking the ✖
      • This will include terminated employees
  1. Scroll to the Details section
  1. Click Columns (top right), then Add Columns
  1. Add the following fields:
      • First Name
      • Middle Initial
      • Last Name
      • Termination Date
      • Unmasked SSN (Taxpayer ID)
      • Location (Business)
      • Most Recent Hire Date
  1. Click Apply, then close the column drawer
  1. On the right-hand side, click Download → choose Report Details (XLSX)

⚠️ Do not use the CSV option—it removes headers.

Workplaces

Location (business) is included in the Employee Demographics report.

Pay Periods
  • Pay periods for the open quarter can be reviewed in:
    • Payroll Journal (PDF)
    • Cash Requirements (PDF)
Direct Deposit

For companies with 50+ employees, Check does not input direct deposit data.

  1. Ask the partner to send onboarding links to employees directly.
  1. As a courtesy (for 50 or fewer employees), request that the client:
      • Run the Direct Deposit Detail Report
      • Found under Quick Reports → Pay Period
      • Upload it to Check’s document center
      • Report format is PDF
Earning Rates

Earning rate data can be added as columns in the Employee Listing report.

Withholdings

Withholding information must be manually reviewed and entered by going employee by employee within Paychex Flex.

Deductions

There is currently no report that shows deductions or benefits on a per-pay period basis.

  • Use a recent payroll journal for reference
  • For confirmation of deduction code types:
      1. Navigate to Company Settings
      1. Select your company
      1. Go to Payroll → Pay Items
Historical Payrolls

Preferred report: Pay Items Detail Report

  1. Go to Live Reports
  1. Select Pay Items Detail Report
  1. At the top left, set your custom date range
      • You can pull YTD then split into quarters, or pull one quarter at a time
  1. Scroll to the Details section → click Columns
  1. Click Add Columns and include:
      • Check Date
      • Full Name
      • All fields under “Pay Items” (excluding pay rate/informational columns)
      • (Optional: add Draw, Informational, and Fringe Amount columns)
  1. Download report as Report Details (XLSX)

📌 Use Department Summary with Employee Detail for closed quarters; use Pay Item Details for open quarters. Always ensure Check Date is included.

Alternative Payroll History Report (if available – not all clients have this option)

  1. Go to Quick Reports → All Reports
  1. Search for Department Summary Data with Employee Detail
  1. Click Create Report
  1. Ensure:
      • Company is correct
      • Organization Units = All
      • Date Range:
        • For closed quarters: run full quarter
        • For open quarters: use a single check date (start and end = same day)
      • Output Format = XLSX
      • Layout = All Fields

Click

Run Report

Tax Returns
  1. Navigate to Quick Reports → Payroll Quarterly
  1. Select the desired quarter
  1. Click Download, then click Combine to generate full return
Company Tax Information
  1. Go to Company Details on the left-hand menu
  1. Click Tax Information
      • Includes Federal and all State registrations
      • Click into each section to view details
Washington Employers
  • L&I Risk Class Code: Found in Employment → Summary → Workers Compensation
  • SOC Codes by Employee: Listed on the SUI Wage Detail Quarterly Return

Square: Medium

Square has limited data export capabilities, especially compared to more robust providers. Some key data points must be collected from the client or directly from employees.

Employee Demographics

Square does not provide a full demographic export. Data must be pieced together through W-2 previews and individual employee records.

To retrieve SSN and Address:

  1. Navigate to Payroll → Tax Forms
  1. On the right, select Generate Draft W-2s
  1. Download the draft W-2 PDF files

If draft W-2s are not available, use the New Hire Report as a backup: Path: Payroll → Tax Forms → State tab → New Hire Reporting. This report includes:

  • SSN
  • Date of Birth
  • Address
  • Hire Date

Additional Information:

  • Email address, DOB, Pay Rate, Start Date:
    • Not accessible in bulk
    • Must be manually collected, dummied, or updated by employees
  • Team Members: Use the All Team Members view
  • You may also click on an employee’s name from the Team list and navigate to the Payroll tab for profile-level data
Workplaces

Work location information may be visible in the New Hire Report or on individual employee profiles.

Direct Deposit

❌ Direct deposit data cannot be exported from Square.

The employer must send onboarding links to employees directly to collect this information.

Earning Rates

Found in the employee's profile under the Overview section (scroll to the bottom).

Withholdings

Go to an employee’s profile → Payroll tab → click Taxes

Deductions

No deduction export is available. Please confirm with the client or review employee profiles manually.

Historical Payrolls

For Closed Quarters:

  1. Navigate to Staff → Payroll → History
  1. Click on Payroll Reports (top right)
  1. Report Type: Select Employee Totals
  1. Pay Date Range: Run for each quarter separately:
      • Q1: Jan 1 – Mar 31
      • Q2: Apr 1 – Jun 30
      • Q3: Jul 1 – Sep 30
      • Q4: Typically not closed yet
  1. Format: XLSX

Note: Reports will not include totals at the bottom. To get totals, rerun using Company Totals for the same date range.

For Open Quarters:

  1. Go to Staff → Payroll → History
  1. Click on Payroll Reports
  1. Report Type: Select Paycheck Details
  1. Run the report for each payroll separately
  1. Select All Team Members
  1. As with closed quarters, rerun with Company Totals to access summary data.
Tax Returns
  1. Navigate to Tax Forms
  1. For Federal Forms:
      • Form = 941
      • Period = Any current-year forms
  1. For State Returns:
      • Form = UI and Withholding
      • Period = Any current-year forms

Quickbooks Online: Medium

Employee Demographics

QBO stores employee demographic data across multiple reports. Use the steps below to collect the most complete set.

Core Details via Employee Details Report:

  1. Navigate to Reports
  1. Under the Payroll section, click Employee Details
  1. To view unmasked Date of Births, click View next to each DOB field
  1. You'll be prompted to verify your identity:
      • Click Text a Code
      • Enter the verification code
      • Click Continue
  1. Click Export → Select Export to Excel

Extracting Employee Emails:

  1. In the Reports section, locate and open Employee Contact Details
  1. This report contains employee email addresses

Extracting SSNs:

SSNs are not directly accessible via Employee Details. Use the SUI return as a workaround.

  1. Download a copy of a SUI Return report from QBO
  1. Convert the PDF to Excel
  1. SSNs are visible in the converted document
  1. Copy/paste the SSNs from Excel as needed

Note:

1099 EINs: Found in 1099 Transaction Details Report

  • Click the Gear icon in the report
  • Ensure Tax ID box is selected
Workplaces

Location data is included in the Employee Details Report.

Direct Deposit
  1. Navigate to Reports → Standard
  1. Select Paycheck History (under Payroll section)
  1. This report shows:
      • Whether employees have direct deposit enabled
      • Bank account type and routing number

⚠️ Account numbers are not available through QBO. They must be provided by the employer or employee directly.

Earning Rates

Included in the Employee Details Report.

Withholdings

Included in the Employee Details Report.

Deductions

Included in the Employee Details Report.

Historical Payrolls

✅ Current Quarter:

  1. Go to Reports
  1. Select Payroll Details (under Payroll section)
  1. Use the Date Range filter
  1. Select dates for the current quarter

🗓️ Prior Quarters:

  1. Go to Reports
  1. Click Payroll Summary by Employee
  1. Click the Horizontal Orientation (gray button at the top)
  1. Click Export
  1. Review the “Calculation Layout” tab in the Excel file for formatting reference
  1. Click Apply to set the date range
    1. For closed quarters, enter specific dates manually (e.g., 7/1/2023 to 9/30/2023)
 
 
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Understanding Payroll Foundations Prior Provider File Flip