How to extract historical YTD data from QuickBooks Online #

Step 1: Employee Details #

QuickBooks Online (QBO) stores employee demographic data across multiple reports. Follow the steps below to collect the most complete set of employee details.

Core Details via Employee Details Report #

1. Navigate to Reports.
2. Under the Payroll section, click Employee Details.
3. To view unmasked Date of Births, click View next to each DOB field.
4. When prompted to verify your identity:

– Click Text a Code.
– Enter the verification code.
– Click Continue.

1. Click Export and select Export to Excel.

Extracting Employee Emails #

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

Extracting SSNs #

SSNs are not directly accessible via the Employee Details report. Use the SUI Return as a workaround:

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

1099 EINs #

• Found in the 1099 Transaction Details Report.
• Click the Gear icon in the report.
• Ensure the Tax ID box is selected.

Step 2: Verify Workplace Location Data #

• Check the Employee Details Report to find and verify workplace location data for all staff members.

Step 3: Direct Deposit Details #

1. Go to Reports and select Standard.
2. Find the Payroll section and select Paycheck History.

This report confirms:

• If direct deposit is active for an employee.
• The bank account type and routing number.

Note: Full account numbers are hidden in QBO. You must obtain these directly from the employer or employee.

Step 4: Earning Rates, Withholdings, and Deductions #

• Check the Employee Details Report to find earning rates, withholdings, and deductions for each employee.

Step 5: Historical Payroll #

Current Quarter #

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

Prior Quarters #

1. Go to Reports.
2. Click Payroll Summary by Employee.
3. Click Horizontal Orientation (gray button at the top).
4. Click Export.
5. Review the “Calculation Layout” tab in the Excel file for formatting reference.
6. Click Apply to set the date range.

– For closed quarters, enter specific dates manually (e.g., 7/1/2023 to 9/30/2023).