SmoothPay Payroll

Migration to SmoothPay Payroll

Migrate your old IMS Payroll data free - offer ends 30 September 2017*
*From 1 October a $145 processing fee will apply for IMS data migration - 1 trial (free), 1 final (pre-paid, non-refundable)


SmoothPay's data migration services


Not only does SmoothPay provide great payroll on Mac and PC, but we can transfer data from other payroll sources to get you started. We also have a handy guide (click here) that shows the steps required to get your existing data into SmoothPay correctly.

If you’re planning a manual migration then please use this Migration Checklist to make sure that everything you need gets captured.

Built-in migration tools


SmoothPay can import data directly from:
    EMPDUPE (A01) Australian annual payment summary file. This imports names, addresses and TFN from a properly formatted payment summary reporting file. The utility is accessed from File..Import..Other payroll.
    IR348 (CSV) NZ monthly schedule/s. This imports names, IRD number and monthly earnings totals. The utility is accessed from File..Import..Other payroll.
    EMPLOYEE (CSV) or Excel file. We have a fixed CSV format for minimal data which you can use, and a more advanced flexible format that allows our helpdesk staff to migrate more data and pay history - send your spreadsheet data and we'll migrate as much as we can. We also have a copy and paste between all our payroll systems (and the data can be copied into or out of a spreadsheet), and we also have in development an API that you could use to add new staff, timesheet entries etc.
    SmoothPay Blue (XML). Our helpdesk staff assist you to migrate as much as possible from our legacy NZ payroll. First migration is free - any rework is chargeable.

Other migration and data conversion options


SmoothPay's data migration specialists can also transfer data from:
    IMS - send us a backup of your IMS Payroll database - we'll send you the completed SmoothPay database for checking and correcting.
    PayGlobal - send us a backup of your PayGlobal database (MS-SQL backup) - we'll send you the completed SmoothPay database for checking and correcting.
    ACE payroll - send us a backup of your ACE Payroll database - we'll send you the completed SmoothPay database for checking and correcting.
    Able Payroll - send us a backup of your Able Payroll (usually named APDATA.APB) - we'll send you the completed SmoothPay database for checking and correcting.
    ADP Payforce (MDB) database - send a zip of your Payforce database files (both the payroll database and the contacts database) - we'll send you the completed database for checking and correcting.
    MYOB (MYO) database - the file should be "optimized" before you try to import so that as much information as possible is captured. This migration needs to be carried out by SmoothPay's data migration specialists so that a check and tidy can be performed before you take delivery of your data.
    MYOB (MYOX) database - send us a zip of your database file and we'll convert and send you the completed database for checking (you will need to do some editing and capture correct leave balances).
    MYOB (4DD) database - send us a zip of each year's database files that you would like imported and we'll re-aggregate your data and send you the completed database (all years in the same database!) for checking (you will need to do some editing and capture correct leave balances).
    MYOB Exo Payroll (also called Comacc or Payrollv) - send us your latest payroll backup (usually a zip file, otherwise simply zip up the contents of your payroll data folder) and we'll convert and send you the completed database for checking (you will need to do some editing and capture correct leave balances).
    MicroPay (MDB) database - send us a zip of your database - we'll send you the completed database for checking and correcting.
    iPayroll - contact our helpdesk for instructions on what data needs to be supplied, then create and send the required files to us - we'll send you the completed database for checking and correcting.
    Quicken Payroll - send us a backup of your Intuit Reckon Quickbooks Payroll (QPW or QPB file). We'll send you the completed SmoothPay database for checking and correcting.
    Xero NZ Payroll - export your EMS (CSV) schedules for all months you have used this system and we'll import the data as monthly totals (though it's actually better to re-process all pays to achieve proper Holidays Act compliance and proper costing analysis).

Note for NZ sites: None of the payroll systems listed above (except SmoothPay) meet basic Holidays Act or Parental Leave and Employment Protection Act requirements. In fact, since 1995 we have yet to see a properly compliant system that comes even close to SmoothPay. Where possible, the conversion will automatically generate accruals and convert leave consumed entries as per the Act, otherwise a manual input of staff leave balances and days paid will be required post-migration.


Here’s the usual conversion process

    You send us a backup of your payroll data and we examine it to determine if it can be converted. If we need to write a new migration tool (ignore if listed above) then we quote for it, or if we need to adjust an existing one we can often do this for less (sometimes nothing if the changes are minor and it improves the existing tool).
    We perform a trial conversion and send a copy to you for checking. You may suggest improvements - changes, alterations and improvements are considered, however sometimes it isn’t possible or worthwhile to improve data migration, but we do try to get as much as we can. If we can we include requested changes and perform another test round.
    If you’re happy with the trial conversion and a fresh, final conversion is required (many often just start using it as live data at this stage) then you send us a final copy of the data immediately AFTER pay processing has been completed (so that we have time to perform the final conversion and return the SmoothPay database to you for next pay cycle)
    We send the migrated database ready to check, tidy up and use (end-user may need to record leave balances, new allowance/deduction/agency codes, standard pays etc as it’s often not possible or worthwhile to migrate this information)
    If there is a service charge for the migration service, then this will be advised and payable before the final migration is performed.

Sending your data for migration


We recommend using one of the following online services, rather than email, to deliver your payroll data to us for evaluation, testing and migration, as the files tend to be quite large. Many of these services offer free account sign-up and free data capacity. The data should be copied to an online folder and then simply email us a link to your data (how you do that varies by service provider - click links below to view various offerings, or use your existing cloud storage provider):
    Transfer (direct to SmoothPay's team of happy tech people - no account required - just email us the link when done)
    Dropbox (2GB or more free)
(there are many others, these are the most easiest and most popular)
or, on USB Stick or CD/DVD media by Courier or Post (if your internet connection isn’t reliable)

Send your data download link to: helpdesk@smoothpaygold.com

If you're not sure…call or email us - it's easy and there is no obligation!