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How do I / Export payroll data

How do I: Export payroll data

Learn how to export payroll data for external processing or accounting.

Overview

Exporting payroll data allows you to send employee payroll information to external payroll systems, accounting software, or payroll providers. You can export data using pre-configured templates that format the data according to your payroll system's requirements.

Accessing Payroll Data

To export payroll data:

  1. Navigate to Admin > Payroll Data
  2. You'll see a list of all employees with payroll information
Payroll data page
Access payroll data from Admin > Payroll Data

Selecting Employees

Choose which employees to include in the export:

  1. Use filters to narrow the employee list:
    • By department
    • By employment status
    • By date range (for pay periods)
  2. Select individual employees using checkboxes, or
  3. Click "Select All" to include all visible employees

Choosing an Export Template

Select the appropriate template for your payroll system:

  1. Click "Export" or "Export Payroll"
  2. In the export dialog, select a Template from the dropdown:
    • Sage
    • Xero
    • QuickBooks
    • CSV (Generic)
    • Custom templates you've created
  3. If you haven't set up templates yet, you can export in a default CSV format

Configuring Export Options

Set additional export parameters:

  • Pay Period - Select the date range for the payroll
  • Export Format - CSV, Excel, or XML (depending on template)
  • Include Fields - Choose which data fields to include:
    • Basic employee information
    • Salary and compensation
    • Tax information
    • National Insurance details
    • Pension contributions
    • Deductions

Generating and Downloading the Export

To generate and download the export file:

  1. Review your selections (employees, template, options)
  2. Click "Generate Export" or "Export"
  3. Wait for the export to be generated (this may take a moment for large datasets)
  4. The file will automatically download, or you'll see a download link
  5. Save the file in a secure location

Verifying the Export

Before importing into your payroll system, verify the export:

  • Open the exported file
  • Check that all selected employees are included
  • Verify that required fields are present
  • Ensure data is formatted correctly
  • Confirm that totals and calculations are accurate

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