How to Switch from Manual Payroll to Software
How to move from spreadsheet or manual payroll to software. STP registration, YTD balance entry, Modern Award setup, and SuperStream compliance for Australian businesses.
What Transfers & What Doesn’t
Not everything moves across automatically. Use this table to plan your migration scope.
| Data Type | Auto Transfer? | Notes |
|---|---|---|
| Employee Details | No | Enter TFN, DOB, address, super fund USI, and tax declarations for every employee |
| YTD Balances | No | Enter YTD gross, PAYG, super, allowances from manual records — reconcile to payment summaries |
| Leave Balances | No | Calculate and enter annual leave, personal leave, and LSL accruals from manual records |
| Pay Rates & Awards | No | Set up Modern Award pay rates, penalty rates, and overtime rules in the software |
| Super Fund Details | No | Enter default fund and employee choice funds — register for SuperStream if not already |
| STP Registration | No | Register for STP through new software — link to myGovID and RAM for ATO reporting |
| Tax Tables | Yes | Software automatically loads current ATO tax tables — verify HELP/SFSS flags per employee |
| Payment Setup | No | Configure ABA file generation for bank payments or direct integration with your bank |
Step-by-Step Migration Guide
Step 1
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 2
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 3
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 4
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 5
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 6
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 7
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Step 8
Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.
Pre-Migration Checklist
- Reconcile all bank accounts up to the conversion date
- Lodge all outstanding BAS and IAS returns
- Finalise and lodge STP report for the current pay period
- Export key reports (P&L, Balance Sheet, Trial Balance) as PDFs
- Back up your data to an external drive and cloud storage
- Notify your BAS agent or bookkeeper about the planned switch date