Exporting and Importing Payroll Data to QuickBooks #

Objective: To provide a standardized process for manually migrating payroll data from the Friday app into QuickBooks using the .IIF (Intuit Interchange Format) file type.

Exporting from Friday #

1. Access Payroll History: Open the Friday application and navigate to the Payrolls section.

1. Select Period: Locate the specific Pay Date you intend to export.

1. Open Details: Click the “i” (Information) icon next to the desired payroll entry to view the breakdown.

1. Generate File: Click the Export button.

– Select Download QuickBooks IIF from the dropdown menu.
– Save the file to a dedicated “Payroll Exports” folder on your computer for easy retrieval.

Importing into QuickBooks #

1. Open Target File: Launch QuickBooks and ensure you are logged into the correct Company File.

1. Initiate Import: Go to File → Utilities → Import.

– Select IIF Files.

1. Upload: Locate the .IIF file downloaded in Phase 1 and click Open.

– Note: If you are using a newer version of QuickBooks Desktop, it may prompt you to “Import for me” or “Manual Import.” Choose “Import for me” for standard processing.

Critical Safety Checks #

• Finalization: Ensure the payroll status is marked as Finalized or Paid before exporting. Exporting “Draft” payrolls can lead to tax liability discrepancies.

• Mapping: Verify that your Chart of Accounts in QuickBooks matches the account names used in Friday to prevent the creation of “duplicate” or “uncategorized” accounts during import.

Efficiency Tips #

• Batching: If you are behind on bookkeeping, you can export multiple weeks, but always import them one by one to ensure each batch balances.

• Archive: Once an .IIF file is successfully imported, move it to a “Processed” subfolder to avoid importing the same data twice.