How Long Does It Really Take to Switch Payroll Software? (Less Than You Think)
How long does it really take to switch payroll software? Let's show you how easy it is to move payroll from your desktop to the cloud.
·4 min read
How long does it really take to switch payroll software? Well, switching to BrightPay Cloud takes three simple steps and under an hour for most practices. All employer and employee data, year-to-date (YTD) totals, and processed pay periods carry across from the desktop version of BrightPay automatically. The only thing to re-enter is your ROS Digital Certificate.
Why do Irish payroll bureaus keep delaying the switch to cloud payroll?
The reluctance is understandable. Payroll software is the last thing any practice wants to change mid-client-cycle. The usual reasons for delaying the switch are worrying about disrupting current payroll runs, concerned about losing historical data, or the assumption that the whole migration process will take days. However, the migration process is actually incredibly fast and structured.
What are the three steps to migrating to BrightPay Cloud in Ireland?
The migration from the desktop version of BrightPay to BrightPay Cloud is done in three simple steps.
Create your organisation using your BrightID (the same account used to licence the software)
Import your employers from BrightPay for Windows. Just open the import screen, hold Shift to select multiple employer files, and import
Open your first employer and begin processing payroll
What employer and employee data carries across when you migrate mid-year?
On the employer side: Calendar settings, departments, hourly and daily rates, addition and deduction types, pension schemes, saving schemes, and bank account details all carry across.
On the employee side: Personal details, employment information, PAYE details, payment details, HR records, CSO data, expenses and benefits, leave calendars, and year-to-date totals.
Processed pay periods carry across too, so historical payslip data is accessible in BrightPay Cloud from day one. Custom reports created in the desktop version are also imported, so you’re not rebuilding your reporting setup from scratch.
Can you switch payroll software in the middle of the Irish tax year?
Yes, mid-year migration is fully supported. BrightPay Cloud picks up from where the desktop version left off, and PSRs go directly to ROS as each payroll is run from that point forward. This means there’s no need to wait until the end of the tax year to make the move. You can migrate as soon as you’re ready.
What do you need to set up after migrating to BrightPay Cloud?
The ROS Digital Certificate. This is the credential used to submit payroll data to Revenue via ROS, and it needs to be re-entered in BrightPay Cloud after migration. Don’t worry, it’s just a single setup step per employer and takes a matter of minutes. Everything else comes across automatically during the import.
What happens to historical payroll data after you move to BrightPay Cloud?
Processed pay periods carry across during the initial import, so payslip history is accessible in BrightPay Cloud from the moment migration is complete. Employees can view their payslip history, leave records, and payroll information through the Employee Portal.
What if I am switching to BrightPay Cloud from Thesaurus or another payroll system?
The three-step process above applies to practices migrating from BrightPay for Windows. If you’re coming from a different system, BrightPay Cloud has a separate import path for each.
For Thesaurus Payroll Manager: Open your company in Thesaurus and go to Utilities > Create export CSV file for BrightPay and save the file. In BrightPay, go to Employees > Import & Export > Import/Update Employees from a CSV File. BrightPay automatically matches the column headings. Select ‘Continue Partway in the Tax Year’ when setting up your employer so that mid-year figures carry across correctly.
A few things to note with any cross-system migration: Payslips and reports will be accessible in BrightPay from the first payroll period processed there. Pay history from before the switch remains in your original software. If you plan to run both systems briefly in parallel, ensure PSRs are only submitted to Revenue from one system at a time.
For further information, please reach out to our support team.
How does switching to BrightPay Cloud compare to staying on the desktop version?
The difference between the two systems is what BrightPay Cloud adds on top:
Access from any device
No installation or manual updates required
No version mismatches
For example, when the October 2026 PRSI rate changes take effect (the employee rate moves from 4.20% to 4.35% and the employer rate moves from 11.15% to 11.30%), everyone is updated at once with BrightPay Cloud, in the background, while you work. For a bureau processing payroll for a large client portfolio, those operational differences change the game.
This content may have been developed with the assistance of AI tools. Content is reviewed by a member of the Bright team before publication. Guidance on legislation can be obtained from your industry body.
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