Integrating with QuickBooks Desktop

Integrating your PayEvo Account with QuickBooks Desktop 

This integration allows you to post payroll transactions into QuickBooks (desktop) as general journal entries for bookkeeping purposes. 

If you are not familiar with charts of accounts or general ledger codes. 

1. To get started, login to your Payroll account and go to Settings > Add Ons. 

2. Enable the integration with QuickBooks Desktop. 

3. Now go to Settings > Payroll Options > GL. 

1. From here we'll import your QuickBooks "chart of accounts" so we can match pay run data to the right accounts in QuickBooks. Click "import from other service" and select QuickBooks as the source. 

4. You'll be prompted to upload your QuickBooks Chart of Accounts file. Make sure the file you are uploading is an IIF file. If you do not have the file, you can create one from QuickBooks. To do this: 

1. Launch QuickBooks, go to FILE -> UTILITIES -> EXPORT -> LISTS TO IIF FILES 

b. Now select the list you wish to export; in our case this is your Chart of Accounts. 

c. Save the file locally (remember the name and location - we'll need it shortly) 

5. Now go back to Payroll and upload your Chart of Accounts file you just saved. 

6. Match the imported Chart of Accounts with the general ledger in Payroll. 

Note that you can map multiple Payroll codes to the same Chart of Accounts code in QuickBooks - "Payroll Source Deductions" for example. This will group those deductions when you export the data to QuickBooks and may make your bookkeeping easier. Consult your account or bookkeeper for specific advice.  

NOTE: if your Payroll account name contains a special character ( e.g. &, ', " etc.) QuickBooks may not recognize it. 

Exporting to QuickBooks Desktop 

Now, when you run payroll and close your payroll period, you'll have the option to export the payrun data to QuickBooks. We'll use the import function in QuickBooks to bring in this payroll data: 

1. Launch QuickBooks and navigate to FILE -> UTILITIES -> IMPORT -> IIF FILES 

Please note your Chart of Accounts from QB and your Pay Rule names must match EXACTLY and contain no symbols in order for the accounts to line up. 

Troubleshooting & FAQs 

My GL reports aren’t being sent over to my accounting platform. 

If you are having issues connecting to your accounting system, your connection might need to be re-established. 

1. Start by logging in to your accounting platform. Then, try searching for PaymentEvolution in your Connected Apps. Enable the connection, and then logout of your accounting platform. Note – if this is not available, skip this step. 

2. Login to PaymentEvolution, go to Settings > Add Ons and delete (trash can icon) the connection with your accounting platform. 

3. Re-enable the add-on and follow the steps above to ensure your chart of accounts are mapped properly. Ensure ALL accounts are mapped, including those that you won’t use. 

4. Check for special characters while mapping (dashes, accents, etc.) as this can disrupt the connection or prevent the report from being imported. If you need to remove the characters, do so from within your Chart of Accounts in your accounting platform.