Export Payroll Data

This guide walks through exporting payroll runs, paychecks, and general ledger journal entries for a date range, a common pattern for pushing data into an accounting or ERP system.

Overview

Three v3 endpoints power the export workflow:

• GET /payroll-runs: list payroll runs within a date range
• GET /paychecks: fetch individual paychecks
• GET /general-ledger-transactions: GL journal entries for one payroll run

Step 1: Query payroll runs

GET https://external-api.netchexonline.net/payroll-runs?company-ids=101&paycheck-date-from=2024-01-01&paycheck-date-to=2024-03-31&api-version=3.0
Authorization: ApiKey YOUR_API_KEY

Key parameters:

{
  "pageNumber": 1,
  "pageSize": 100,
  "totalItemsCount": 3,
  "items": [
    {
      "payrollNumber": 550,
      "companyId": 101,
      "paycheckDate": "2024-01-19"
    }
  ]
}

Step 2: Retrieve paychecks

GET https://external-api.netchexonline.net/paychecks?company-ids=101&paycheck-date-from=2024-01-01&paycheck-date-to=2024-03-31&api-version=3.0
Authorization: ApiKey YOUR_API_KEY

Key parameters:

Step 3: Fetch GL journal entries

For each completed payroll run, fetch GL journal entries using payrollNumber:

GET https://external-api.netchexonline.net/general-ledger-transactions?company-id=101&payroll-number=550&api-version=3.0
Authorization: ApiKey YOUR_API_KEY

This uses the standard PagedResponse<T> envelope, plus a few extra summary fields about the run itself:

{
  "pageNumber": 1,
  "pageSize": 100,
  "totalItemsCount": 12,
  "companyId": 101,
  "payrollNumber": 550,
  "paycheckDate": "2024-01-19",
  "payPeriod": { "startDate": "2024-01-01", "endDate": "2024-01-14" },
  "totalDebits": 35000.00,
  "totalCredits": 35000.00,
  "items": [
    {
      "accountNumber": "5000",
      "accountDescription": "Salaries Expense",
      "amount": 35000.00,
      "type": "Debit",
      "transactionCategory": "SalaryExpense",
      "divisionId": 1,
      "departmentId": 10,
      "businessUnitId": 1,
      "costCenter": "CC-100",
      "paycheckNumber": "CHK-001"
    }
  ]
}

Deeper GL integrations

GET /general-ledger-transactions above is self-serve, available to any client with access. For some accounting and dealership management systems, Netchex also automatically pushes a fully formatted GL posting the moment payroll is finalized, instead of the client polling for it. This is built per system today, not a generic capability every client can turn on. If a push model fits your workflow better than pulling, or your system needs GL data shaped differently than the response above, talk to your Netchex representative, we're open to scoping what that would take for your system.

An example from automotive

One category of client we've built this kind of deep integration for is automotive dealerships, where payroll pulls certain charges from the dealership's own system before a run, and pushes a matching GL posting back afterward. It's a useful reference for what "deeper than self-serve" looks like in practice:

Pulling data in first. Before a payroll run, a payroll admin can pull a few kinds of charges directly from the dealership's system rather than entering them by hand: technician labor recorded against open or closed repair orders, sales commissions and chargebacks (tracked separately for new and used vehicles), and recurring account charges configured to post as either earnings or deductions. Each pulled record carries enough reference information (a repair order and line number, a commission reference, an account and transaction reference) that it can be traced all the way through to the GL entry it eventually produces.

Posting the GL back after payroll runs. Once payroll closes, Netchex sends a complete set of journal entries back to the dealership's system in one batch, grouped by employee and paycheck. Entries that originated from a pulled record (technician time, a commission, a recurring charge) carry their original reference numbers, so the dealership's system can match them back to the source, for example to clear an open repair order line. Separate company-level entries, not tied to any individual employee, cover employer-side taxes, workers' compensation, and clearing accounts, computed by the payroll engine regardless of what was pulled in. A posting can be voided, which resends the exact original entries with amounts negated rather than recalculating from current payroll data, so the reversal always matches what was actually sent.

This kind of two-way, reference-matched integration is specific to how a given DMS or accounting system expects to receive data. If something similar fits your system, we're open to discussing it.

Try it in the playground

Test these endpoints interactively in the API reference:

• GET /payroll-runs, list payroll runs
• GET /paychecks, list paychecks
• GET /general-ledger-transactions, get GL journal entries