All Categories
Company Setup
Quickbooks Online (OBO): Extract and Required Data Guide

Quickbooks Online (OBO): Extract and Required Data Guide

Guide users through accessing QBO, extracting, and formatting data for successful setup.

This guide walks you through how to access QBO, extract the required data, and format files so you can complete your setup successfully.

Overview Checklist

Access

Data Extraction

Data Formatting

Access Walkthrough

  1. Sign in to Quickbooks Online as a primary Admin
  1. Go to Settings and select Manage User
  1. Select the Accounting firms tab
  1. Select Invite
  1. Enter the information below and select Save.
    1. First and Last Name: Payroll Setup
    2. Email Address: setup@checkhq.com
🚨

If not going through Checks embedded setup process DO NOT use the setup@checkhq.com email. Use an email that you have access to.

  1. Locate the invite email sent to your desired email address.
  1. Accept Invitation
  1. Multiple accounts under one login - To navigate to the new customer’s account, press the “Go to Quickbooks” drop down menu and select the client’s name

Data Extraction Steps

Employee/Contractor Demographics

Historical Payrolls

Company Taxes

💡
  • QBO does NOT have a report or allow us to see full direct deposit information. Onboarding links are recommended.
  • Workplace, Earning Rates, and Deduction information is typically found in the Employee Details Report

Employee Demographics

  1. On the left bar menu, press Reports
  1. Scroll down to Payroll section and run the following reports:
    1. Employee Details
      1. Unmask DOB and SSN for employees by clicking "View" next to either of those
      2. Check filters, under customize, to ensure you are including ALL
      3. Export to Excel
    2. Employee Directory
      1. Unmask DOB by clicking "View"
      2. Check filters, under customize, to ensure you are including ALL
      3. Export to Excel

Contractor Demographics

  1. On the left bar menu, press Reports
  1. Scroll down to Expenses and Vendors section and run the following reports:
    1. Vendor Contact List
      1. Switch to classic view (three dots) - this allows you to add Tax ID
      2. Select the Gear Icon → Show more → Check the Tax ID box
      3. Check filters, under customize, to ensure it is including ALL contractors.
      4. Export to excel
🗒️

This report will pull in vendors as well as contractors.

You will need to clean up the report to only obtain contractors, you can compare list to payroll reports to see who are paid contractors through the payrolls.

Direct Deposit

🚨

QBO does NOT have a report to see full direct deposit information.

Bank Accounts can be added in two ways when migrating:

  • Onboarding Links (most efficient and timely)
  • Manual Entry (manually enter each employee or use import templates)

Historical Payrolls

  1. Contractor Payments
    1. On the left bar menu, press Reports
    2. Scroll down to the Payroll section select Contractor Payments
    3. Click the Date Range Filter and select “This Year” in the drop down
  1. Employee Payrolls

Open Quarter

  1. On the left bar menu, press Reports
  1. Scroll down to the Payroll section → Payroll Details
  1. Click the Date Range Filter
  1. Select dates for current quarter or “this quarter” in the drop down
      • This allows for each check date of the open quarter to be downloaded onto 1 file, but broken out individually by worker and check date.
  1. Check filters, under customize, to ensure you are including ALL staff paid in current year
  1. Click Apply
  1. Export to excel

Closed Quarters

  1. On the left bar menu, press Reports
  1. Scroll down to the Payroll section → Payroll Summary by Employee
  1. Click on Date Range Filter - Select proper dates per quarter or use the drop down menu to select quarter needed (First Quarter, etc.)
    1. Q1 = 1/1 - 3/31
    2. Q2 = 4/1 - 6/30
    3. Q3 = 7/1 - 9/30
  1. Check filters, under customize, to ensure you are including ALL staff paid in current year
  1. Click Apply once dates are selected
  1. Next to Customize select the horizontal orientation
  1. Export to excel

Company Tax Information

  1. Go to Settings (Top right Gear Icon)
  1. Payroll Settings
  1. Click on the pencil to see Federal or State tax setup
  1. Take screenshots of needed information.
💡

Screenshots allows you to record critical Tax IDs, Rates, and more since this is not available via a downloadable report.

🚨

If you have a Washington client, you may be able to find their L&I Rates/Information in this area.

  • You will see Washington tax, once opened click the link that says “WA Workers Compensation Tax” and if they have set it up, you will be able to see their L&I Rates, Account ID and possibly the Risk Class Code.
 

Tax Returns

  1. On the left bar menu, press All Apps -> Payroll -> Payroll Taxes → Filings → Archived forms and filings (scroll to bottom)
💡

If taxes have not been filed but tax form is created click the drop down at the right where it says file. Click Preview then download and save the form.

  1. Click View next to Form you want to download
      • If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
      • If starting mid-year, pull every closed quarters return in the current year.
🚨

Obtaining closed quarter(s) tax filings is required and will allow you to tie out each quarter to ensure balancing with the transfer of historical data.

Tax documents serve dual purpose for setup:

  • Allows you to tie out closed quarters in the current year when importing the historical data.
  • Provides required information to complete the Tax Parameters.

Data Formatting

Refer to Help Article - Data Formatting for details on how to format reports for a smooth import experience.

Did this answer your question?
😞
😐
🤩
Data Formatting Patriot: Extract and Required Data Guide