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 from desktop to cloud payroll software.
·4 min read
How long does it really take to switch payroll software? Well, switching to the cloud version of BrightPay takes three steps and under an hour for most practices. All employer and employee data, pay elements, pensions, and processed pay periods carry across from the desktop version. You can also run payroll in both systems in parallel before fully committing.
Why do payroll bureaus keep putting off switching their payroll software?
The most common reason is resistance. Payroll is one of the most compliance-critical areas of a business and practice, and there is a strong incentive not to change something that appears to be working. The second is timing. There’s always a payroll run in motion, an imminent deadline, or a quiet period that never quite arrives.
A third concern, less often articulated, is the fear of losing data. Payslip history, reports, and employee records built up over years. This is the one that tends to stop the decision entirely.
How does the three-step migration to BrightPay work?
The migration to BrightPay Cloud follows three steps:
Log in with your BrightID: The same account used to licence the software.
Create your organisation and import employers from BrightPay for Windows or Mac: This can be done by holding Shift to select multiple employer files and batch the import.
Open your employers and start processing payroll in the cloud: That’s all there is to it.
BrightPay Cloud is hosted on Microsoft Azure and holds ISO 27001 and SOC 2 certifications, which is the same security and data protection standards used across the financial services sector.
What payroll data carries across to BrightPay mid-year?
Employer details, employee details, pay elements, pension scheme configurations, historical payslips, saved reports, and processed pay periods all carry across during the migration. Year-to-date figures (YTD) come across too, so HMRC sees a continuous RTI submission record. This means there are no gaps, no restatements, no need to reprocess earlier pay periods.
Switching mid-year is also just as easy. BrightPay takes over RTI submissions from that point forward, with correct YTD figures already in place.
Can you run BrightPay Cloud and the desktop version in parallel during the transition?
Yes. For practices that want to move carefully, this is one of the most useful features of the migration process. You can run payroll in BrightPay Cloud alongside your existing desktop setup, ensuring you’re comfortable during the transition. This parallel running option removes the all-or-nothing pressure that makes practices reluctant to move.
What if I am switching to BrightPay Cloud from Sage 50, Xero, IRIS, or another payroll system?
If you’re coming from a different payroll provider, BrightPay has dedicated import paths, so you are not starting from a blank slate.
For Sage 50 Payroll: Export two CSV files from Sage via File > Data Export > Payroll Data Export. One for Employee Details and one for YTD figures. Rename the Employee Details file to ‘sage.csv’ (this tells BrightPay it is a Sage file. Do not rename the YTD file). Import via Employees > Import & Export > Import/Update Employees from CSV File. BrightPay will ask you to confirm it is a Sage file. On the import screen, select ‘Append a CSV File as Additional Columns’ from the dropdown, choose the YTD file, and click Upload. BrightPay merges both files and matches the columns, bringing employee details and mid-year figures across together.
For Xero and Moneysoft: BrightPay imports using an FPS file exported from your existing software.
For IRIS Bureau/Business: The import uses a CSV file. In all cases, select ‘Continue Partway in the Tax Year’ when creating your employer in BrightPay so that mid-year YTD figures are captured correctly. A general CSV import is also available for any other software not listed.
A migration checklist is available to guide the full setup, and the BrightPay migration team can assist if needed.
How does switching to BrightPay compare to migrating to a different cloud payroll provider?
Whether you’re arriving from the desktop version of BrightPay or switching from a different platform, BrightPay Cloud has an easy and straightforward path to get you up and running. Employee details and mid-year YTD figures carry across whichever route you take, so you’re not rebuilding your payroll records from zero. For practices on the desktop version of BrightPay, migration is a simple three-step process.
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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