Free Concierge data migration from your old payroll software to Medlin Payroll is easy and gets you up and running in no time.
As of 2026, Medlin Software is testing a no-cost concierge migration service to help new customers switch to Medlin Payroll from their existing software. The biggest reason people stay with software they don’t like is the data already inside it — years of employee records, year-to-date totals, and deduction setups locked into a system that makes leaving harder than staying.
At no cost, we’ll take your existing employee and payroll data and set it up in Medlin Payroll for you. Yours, or pass this along to someone who needs it.
Most current payroll systems can print or export the reports we need:
| Step | What Medlin Does | What You Do |
|---|---|---|
| Source data | Tell you which reports to export. | Pull reports from your current software. |
| Conversion | Enter your data into Medlin Payroll. | Answer questions about deduction codes and setup. |
| Review | Send the company file back to you. | Verify employee list, YTDs, and a test paycheck. |
| Cutover | Confirm everything imports cleanly. | Approve and start running payroll in Medlin. |
Note: The timeframe for conversion varies from customer to customer. We will give you a timeline estimate as soon as we can and will try to accomplish the conversion in as timely a manner as possible.
When you email us, please include:
Any time.
There is no “best” or “worst” time of year to convert, and you do not need to wait for the end of a quarter or calendar year. Simply send your reports when you’re ready.
Send these reports whenever you’re ready. There’s no need to check with us first. If we need anything additional, we’ll let you know.
Please send the actual reports from your current payroll system, either printed to PDF or exported directly from the software. Do not send a typed list. We use the reports you provide to build your Medlin Payroll company file, so the reports themselves become the source data for the conversion.
1. Employee List
A report showing:
Common report names include:
2. Check Listing for the Entire Year (The Most Important Report)
This report should show every paycheck issued this year, for all employees, from January 1 through today.
Each paycheck should include a complete breakdown, not just totals:
This is the report that matters most.
A year-to-date summary only tells us where things stand today. The detailed check listing allows us to reconstruct payroll activity throughout the year so that quarterly filings, Forms 941, and year-end W-2s reconcile correctly.
Without this report, we can still get you up and running, but prior payroll history will have to be entered as a lump-sum balance rather than detailed payroll activity.
If your system only provides gross pay, total taxes, and net pay, we can usually work with it. However, we must estimate how those totals were originally broken down, and the results are not always exact. If your payroll software offers a “Detailed” or “Expanded” version of the report, please send that version. It saves us from guessing and saves you from verifying those guesses later.
If we do have to work backward from summary numbers, we’ll tell you which figures were reconstructed so you know exactly what to review.
Common report names include:
Whatever your system calls it, the report should show individual paychecks, not just employee totals.
Set the date range from January 1 through today. If your system only prints one quarter at a time, send all applicable quarters.
3. Year-to-Date Payroll Summary by Employee
This report should contain the same payroll categories described above, but summarized by employee rather than by paycheck.
We use this report to verify that the detailed check history ties out to employee year-to-date totals.
Common report names include:
4. Company Setup Information
A report showing:
Common report names include:
Also Tell Us
Please include:
What We Don’t Need
Please do not send:
File Format Matters
CSV or Excel exports are preferred.
PDFs printed directly from your payroll system also work well.
The most difficult formats to work with are:
These formats often require additional review and may result in a second round of requests.
If Your System Won’t Produce One of These Reports
Send whatever it can produce. Items that often help fill the gaps include:
When in doubt, send too much rather than too little. We’ll sort through it.
How to Send Your Files
Email your files to:
For added security, you may place all files into a password-protected ZIP file and send the password in a separate email. This ensures the attachment and the password do not travel together. That said, most customers simply attach the files directly and email them. The choice is yours.
What Happens Next
One person handles all payroll conversions.
Many conversions are started the same day or the next business day, but turnaround times can vary. Some conversions take only a few minutes. Others may take several days or longer, depending on the quality and complexity of the reports provided. For that reason, we do not guarantee a specific completion time.
While the conversion is in progress, continue processing payroll in your current system.
When your Medlin Payroll company file is returned, enter any payrolls that occurred during the conversion period directly into Medlin. This is not only the most accurate approach, it’s also one of the best ways to learn the software using payroll information you’re already familiar with.
Once your file is ready, your final step is verification.
Print the same reports from Medlin Payroll and compare them carefully against the reports you originally sent us, employee by employee and quarter by quarter. If we had to reconstruct any figures, we’ll tell you exactly where to focus your review.
Ultimately, you’re the one signing the payroll tax filings, so you should have the final look before moving forward.
What We Need From Your QuickBooks Desktop File
Please send us four Excel reports from QuickBooks Desktop. Most clients can complete this process in about 20 minutes.
All of these reports are standard QuickBooks reports you already have access to. An active payroll subscription is not required. Even if your payroll subscription has expired, you should still be able to run these reports.
1. Payroll History
Navigate to:
Reports → Employees & Payroll → Summarize Payroll Data in Excel
Verify the Report
The workbook should contain the following tabs:
2. Employee List
Navigate to:
Reports → Employees & Payroll → Employee Contact List
Verify the Report
Make sure the report includes employees who left during the year.
If terminated employees do not appear, return to the Filters tab and confirm Active Status = All.
Important: Any employee paid during the year must receive a W-2, even if they are no longer employed. We need their address information to prepare those forms. This is the step most commonly missed.
3. W-4 Information
Navigate to:
Reports → Employees & Payroll → Employee Withholding
Send the report exactly as generated.
Whatever information appears on this report can be imported. Any information not included will need to be entered directly into Medlin after conversion.
4. Payroll Items and Rates
Navigate to:
Reports → Employees & Payroll → Payroll Item Listing
This is a relatively small report, but it contains important information such as:
Information You’ll Enter Directly in Medlin
Some items are not available in any QuickBooks report that can be converted. Once your data has been loaded, you’ll enter the following information directly into Medlin:
The Employee Withholding report may contain some of this information, but newer W-4 details often do not transfer completely and may need to be entered manually.
If you can provide these four reports, we’ll have everything needed to begin the conversion process.