SFTP Connection Guide

Learn how to set up and use SFTP file transfers to automatically submit payroll data to Audit1.

What is SFTP?

SFTP (Secure File Transfer Protocol) is a secure method for transferring files over the internet. Think of it as a secure digital mailbox where you can drop off your payroll files, and Audit1 will automatically pick them up and process them.

Why Use SFTP?

• 🔐 Secure: All data is encrypted during transfer
• 🤖 Automated: Set it up once, then your payroll files are automatically processed
• ⏰ Flexible Scheduling: Upload files on your schedule
• 📂 Organized: Each organization gets their own dedicated folder
• ✅ Reliable: Industry-standard protocol used by banks and financial institutions

Who Should Use SFTP?

SFTP is ideal for:

• Payroll Companies processing payroll for multiple clients
• Large Employers with automated payroll export systems
• Software Companies integrating Audit1 into their platforms
• Organizations that prefer file-based workflows over API integration

How It Works

┌─────────────────┐         Upload          ┌─────────────────┐
│   Your Payroll  │    ───────────────►    │  Audit1 SFTP    │
│     System      │      Secure SFTP        │     Server      │
└─────────────────┘                         └─────────────────┘
                                                      │
                                                      ▼
                                            ┌─────────────────┐
                                            │  Automatic      │
                                            │  Processing     │
                                            └─────────────────┘

Getting Started

Step 1: Request SFTP Access

Contact your Audit1 account manager or submit a request through the Admin Portal to enable SFTP access for your organization.

What to provide:

• Organization name and ID
• Primary contact person
• Estimated monthly file volume
• Preferred authentication method (password or SSH key)

Step 2: Receive Your Credentials

Once approved, you'll receive:

• SFTP Server Address: sftp.audit1.info
• Port: 22 (standard SFTP port)
• Username: Your unique username (e.g., employer_abc123)
• Authentication: Either a password or SSH key
• Your Upload Directory: Your dedicated folder path

🔒

Security Note: Store your credentials securely. Never share them via email or unsecured channels.

Step 3: Test Your Connection

Using a GUI Client (Recommended for Non-Technical Users)

Popular SFTP clients include:

• FileZilla (Free, Windows/Mac/Linux)
• Cyberduck (Free, Mac/Windows)
• WinSCP (Free, Windows)

FileZilla Setup Example:

1. Open FileZilla
2. Click File → Site Manager → New Site
3. Enter connection details:
   • Protocol: SFTP
   • Host: sftp.audit1.info
   • Port: 22
   • Username: Your provided username
   • Password: Your provided password (or browse for SSH key)
4. Click Connect

Using Command Line (For Technical Users)

# Test connection
sftp [email protected]

# You'll be prompted for your password
# Once connected, you should see: sftp>

Uploading Payroll Files

Supported File Formats

Audit1 accepts the following payroll file formats:

• CSV (Comma-Separated Values) - Most common
• Excel (.xlsx, .xls) - Spreadsheet format
• JSON - Structured data format
• PDF - For manual review and extraction

File Naming Conventions

For best results, name your files using this pattern:

{CompanyName}_{PayrollDate}_{Optional}.{extension}

Examples:
- AcmeCorp_2024-01-15_Payroll.csv
- SmithInc_01-15-2024.xlsx
- ClientABC_Weekly_2024-W03.csv

Tips:

• Use descriptive names that help identify the payroll period
• Avoid special characters (use letters, numbers, underscore, hyphen)
• Include dates in a consistent format

Uploading via FileZilla

1. Connect to the SFTP server (see Step 3 above)
2. In the Remote site panel, navigate to your designated folder
3. In the Local site panel, find your payroll file
4. Drag and drop the file from Local to Remote, or right-click → Upload
5. Wait for the transfer to complete (you'll see a green checkmark)

Uploading via Command Line

# Connect to SFTP
sftp [email protected]

# Navigate to your folder (if needed)
cd your_folder_name

# Upload a file
put /path/to/your/payroll_file.csv

# Upload multiple files
mput /path/to/files/*.csv

# Exit
quit

Automated Uploads

For organizations with automated payroll systems, you can schedule regular uploads:

Windows Task Scheduler Example:

@echo off
echo Uploading payroll file to Audit1...
"C:\Program Files\WinSCP\WinSCP.com" ^
  /command ^
    "open sftp://[email protected]/" ^
    "put C:\Payroll\exports\*.csv /upload/" ^
    "exit"

Linux/Mac Cron Job Example:

# Add to crontab (crontab -e)
# Upload every Friday at 2 AM
0 2 * * 5 /usr/bin/sftp-upload-script.sh

What Happens After Upload?

Once you upload a file:

1. Automatic Detection (within 1-5 minutes)

   • Audit1 detects your new file

2. File Validation (1-2 minutes)

   • Checks file format and structure
   • Identifies employer and policy information

3. Data Processing (2-10 minutes)

   • Extracts payroll data
   • Normalizes employee and wage information
   • Validates against policy rules

4. Notification (immediate)

   • You receive confirmation via email
   • Any errors or warnings are reported

5. Available in Portal (within 15 minutes)

   • Data appears in your Audit1 dashboard
   • Ready for audit calculations

File Requirements

CSV Format Example

Your CSV should include these columns (at minimum):

EmployeeID,FirstName,LastName,GrossPay,PayDate,HoursWorked
EMP001,John,Doe,2500.00,2024-01-15,80
EMP002,Jane,Smith,3000.00,2024-01-15,80
EMP003,Bob,Johnson,2750.00,2024-01-15,75

Required Fields:

• Employee identifier (ID, SSN, or unique number)
• Employee name
• Gross pay or wages
• Pay date or period

Optional but Recommended:

• Hours worked
• Job classification or class code
• Department
• State (for multi-state employers)

Excel Format Requirements

• Data should start in Row 1 (headers) and Row 2 (data)
• Use the first sheet of the workbook
• Avoid merged cells or complex formatting
• Each column should contain consistent data types

Troubleshooting

Connection Issues

Problem: Cannot connect to SFTP server

Solutions:

• Verify you're using sftp.audit1.info on port 22
• Check your username and password are correct
• Ensure your firewall allows outbound SFTP (port 22)
• Try from a different network (some networks block SFTP)

Upload Issues

Problem: File upload fails or times out

Solutions:

• Check your internet connection stability
• For large files (>50MB), try during off-peak hours
• Split very large files into smaller batches
• Verify you have write permissions to your folder

Processing Issues

Problem: File uploaded but not processing

Solutions:

• Verify file format is supported (CSV, Excel, JSON)
• Check file isn't corrupted (try opening it locally)
• Ensure file name doesn't contain special characters
• Wait 10-15 minutes (processing can take time)
• Check your email for error notifications

Problem: File processed with errors

Solutions:

• Review the error report sent via email
• Common issues:
  • Missing required columns
  • Invalid date formats
  • Missing employer/policy identification
  • Duplicate data
• Correct the file and re-upload

Best Practices

🎯 Do's

✅ Test first: Upload a small test file before automating
✅ Consistent format: Use the same file structure every time
✅ Descriptive names: Include company name and date in filenames
✅ Verify data: Review file contents before uploading
✅ Monitor email: Watch for processing confirmations and errors
✅ Regular uploads: Set a consistent schedule (weekly, bi-weekly)
✅ Keep backups: Maintain local copies of all uploaded files

⛔ Don'ts

❌ Don't upload sensitive files: Only payroll-related data
❌ Don't use special characters: In filenames or folder names
❌ Don't share credentials: Each user should have their own account
❌ Don't upload duplicates: Check if file was already processed
❌ Don't ignore errors: Address error notifications promptly
❌ Don't upload manually: Automate when possible for consistency

Security & Compliance

Data Protection

• Encryption: All data is encrypted in transit (TLS/SSH)
• Access Control: Only your organization can access your folder
• Audit Trail: All uploads are logged with timestamps
• Data Retention: Files are processed then securely archived

Compliance

• HIPAA Compliant: Secure handling of employee data
• SOC 2 Certified: Enterprise-grade security controls
• GDPR Compatible: Proper data handling and privacy protections

Getting Help

Support Resources

• Email Support: [email protected]
• Phone Support: Available during business hours
• Documentation: developer.audit1.info
• Status Page: Check service status at status.audit1.info

Common Questions

Q: How often should I upload files?
A: Match your payroll frequency (weekly, bi-weekly, monthly)

Q: Can I upload historical data?
A: Yes, contact support to discuss bulk historical uploads

Q: What happens if I upload the wrong file?
A: Contact support immediately to stop processing

Q: Can multiple people access the same SFTP account?
A: Yes, but we recommend separate accounts for better audit trails

Q: Is there a file size limit?
A: Up to 500MB per file. Larger files should be split.

Q: Can I delete files after uploading?
A: Yes, but Audit1 keeps archives for audit purposes

Next Steps

Once you're comfortable with SFTP uploads:

1. Set up automation for regular uploads
2. Configure email notifications for processing alerts
3. Explore the API for more advanced integrations
4. Review reports in the Audit1 dashboard

For API-based integrations, see our API Integration Guide.

For webhook notifications, see our Webhooks Guide.