Autofy delivers a cloud-like integration to sync payroll with QuickBooks Desktop. If you use QuickBooks Desktop without Autofy, you can still export pay run data using an IIF (Intuit Interchange Format) file. We'll show you how→
What we'll cover
- Connecting Autofy
- The Autofy Setup Wizard
- Connection Settings and Accounts
- Mapping pay wages, deductions, expenses, and other payroll items
- Removing the department's expense mapping
- Disabling the app integration
Go to Company, then App Directory.
Under Categories, select Accounting. You can also use the search field to "Find an app".
Select QuickBooks Desktop to enable this integration.
Click Connect Using Autofy.
*Note that Autofy will need to be enabled in OnPay using the same computer where your QuickBooks Desktop software is installed, and that this computer must be running Windows OS 10 or later.
Click Download Agent when prompted. If you're unable to download the file for any reason, click the Copy Link icon and paste the URL in a new browser window. Do not close your OnPay tab.
Note: The "Autofy Desktop Agent" is software that you'll be installing on your computer. Once installed, it will facilitate the syncing of pay run data to QuickBooks Desktop software found on the same computer hard drive.
The Autofy Setup Wizard
The "Autofy Setup Wizard" will walk you through installing the Autofy Desktop Agent.
Copy the Agent Token and paste it in the Autofy Setup Wizard under "Agent Token", then click Save.
Verify that the Autofy Agent shows a status of "Connected", then click Continue.
Open QuickBooks Desktop to the account or company that you wish to connect using Autofy, then return to your OnPay window.
Note: If you use multi-user access in QuickBooks Desktop, be sure to sign in to the appropriate account in single-user mode.
In OnPay, make sure "Yes, always" is selected, then click Continue...
Click Yes to confirm this access.
Click Done in the Access Confirmation window.
Allow a few minutes for the Autofy Agent to import data from your chart of accounts into OnPay. Leave QuickBooks and the Autofy Agent open and connected to the internet while this processes.
Once your chart of accounts has been imported, you can confirm connection settings and begin mapping your accounts.
Connection Settings and Accounts
Choose whether you want to sync pay run data in summary, or in detail. Select "In Detail" to have payroll data (wages, taxes, deductions, etc.) itemized by employee in QuickBooks. Learn more→
Use the menus beside each account type to map your checking account, as well as any clearing accounts you may use. We'll discuss "mapping" further in the next section.
Don't see the account you need? You may need to add it in OnPay. ↑Here's how↑
Mapping pay wages, deductions, expenses, and other payroll items
Next, you will need to assign certain payroll items to their equivalent in QuickBooks. This is called "mapping", because it draws a map between the two points of information; associating pay items listed in QuickBooks with their associated pay items listed in OnPay.
Be sure to check mapping in all categories:
- Loans, Reimbursements, and Owner Draws
- Deductions and Garnishments
- Tax Expenses
- Tax Liabilities
Removing the department's expense mapping
When exporting payroll data to your QBD accounting software, OnPay segments wage expenses by the employee's department. However, you may choose to "Use Pay Types on GL" in My Company, under Company Preferences.
Clicking the "Yes" radio button will remove the department's expense mapping.
Note: If you choose to use GL pay types, you'll need to map each pay item in OnPay to an expense account in QuickBooks.
All Payroll items must be mapped to their corresponding QuickBooks item for the Tax Expenses, Tax Liability, Deductions, and Departments tabs. Below are more examples of OnPay Account Types and the payroll items that map to them:
|Example Items Mapped to Account Type
|Asset or Bank
|Employer FICA Taxes, Employer FUTA Taxes, Employer State Taxes, Salaries & Wages, or Employer contributions to 401(k) or any other benefit.
|Other Current Liability
|Direct Deposits, Employer Taxes Payable, Employee Taxes, Employee Deductions, or Imputed Wage Items
Need help exporting a pay run as an IIF file for QuickBooks?
Disabling the app integration
In the event that you stop using an integrated app, you can easily disconnect and remove it by returning to it in My apps in the App Directory. Select the app you wish to uninstall to view its settings.
Click the hamburger icon to the right of "Settings", and click Disconnect.