How to Switch Payroll Provider Mid-Year

How to switch payroll software mid-financial-year. STP implications, YTD balance transfers & avoiding double-reporting to the ATO.

Estimated time: 4-8 hoursDifficulty: Hard
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 DetailsPartialExport CSV from old provider — verify TFN, super fund USI, tax scale
YTD EarningsNoManually enter gross, tax, super, allowances per employee — must reconcile to payslips
Leave BalancesNoEnter annual leave, personal leave, long service leave balances as at switchover date
STP SubmissionsNoLodge STP finalisation event in old system before first pay run in new system
Super Fund DetailsNoRe-enter SMSF details and stapled super fund defaults — verify USI codes
Pay SchedulesNoRecreate pay calendars, pay rates, and Modern Award mappings from scratch
Payslip HistoryNoExport PDFs from old system — not transferable to new provider

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.

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.