How to Switch from Manual Payroll to Software

How to move from manual payroll to software. STP registration, YTD balance entry, Modern Award setup, and SuperStream compliance.

Estimated time: 3-6 hoursDifficulty: Moderate
What this guide coversThis guide walks you through every stage of this migration for Australian businesses. You will learn what data transfers automatically, what requires manual import via CSV, and how to handle AU-specific requirements like BAS reporting periods, STP finalisation and bank feed reconnection.

What Transfers & What Doesn’t

Not everything moves across automatically. Use this table to plan your migration scope.

Data TypeAuto Transfer?Notes
Employee DetailsNoEnter TFN, DOB, address, super fund USI, and tax declarations for every employee
YTD BalancesNoEnter YTD gross, PAYG, super, allowances from manual records — reconcile to payment summaries
Leave BalancesNoCalculate and enter annual leave, personal leave, and LSL accruals from manual records
Pay Rates & AwardsNoSet up Modern Award pay rates, penalty rates, and overtime rules in the software
Super Fund DetailsNoEnter default fund and employee choice funds — register for SuperStream if not already
STP RegistrationNoRegister for STP through new software — link to myGovID and RAM for ATO reporting
Tax TablesYesSoftware automatically loads current ATO tax tables — verify HELP/SFSS flags per employee
Payment SetupNoConfigure ABA file generation for bank payments or direct integration with your bank

Step-by-Step Migration Guide

  1. Step 1

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  2. Step 2

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  3. Step 3

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  4. Step 4

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  5. Step 5

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  6. Step 6

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  7. Step 7

    Follow the detailed instructions for this step of the migration process. Ensure all data is verified before proceeding to the next step.

  8. 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
Caution: Mid-Year Migration & STP ImplicationsSwitching software mid-financial year introduces risk around Single Touch Payroll (STP) reporting. If you migrate between 1 Jul and 30 Jun, you must finalise an STP event in your old system before cutting over, then lodge a “Year to Date” event in the new system with carried-forward figures.