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How to Import Employee List into QuickBooks Online (UK, AU, CA, IN, FR & Other Regions)?

You can import employees from Excel spreadsheets or text files directly into QuickBooks Online using the SaasAnt Transactions (Online) application.

Pre Requisites:

Connect your QuickBooks Online to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" buttonYou can get a free trial of the product in the QuickBooks AppStore.

Steps to Import Employees into QuickBooks Online

To import Employees into QuickBooks Online using the SaasAnt Transactions (Online) application, follow the steps below

Click on the "Upload File" Menu and upload your file.

Step 1: Select your file and spreadsheet which has the employees that you want to import.

Step 2: Select the QuickBooks entity as Employee.

Step 3: Set up the mapping of the columns in your employees import file to the corresponding fields in QuickBooks (Refer below Section).

Step 4: Click Import and your employees will be directly added to your QuickBooks company.

The important step in the import is to map your file headers to QuickBooks field in Step 3 of the import. Some key steps below:

  • You need to map your file headers to "SaasAnt Transactions (Online)" fields.This mapping will enable us to import your transactions properly in to QuickBooks company.
  • In the mapping screen, we have the "Preview Mapping" button which can help you to visualize your current mappings as per the QuickBooks screen with your file headers.
  • Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to

Import Employee List into QuickBooks Online

How to Import Employee List into QuickBooks Online (New User Interface 2.0)

1) Login into SaasAnt Transaction Online

2) Select the New Import Tab.

3)  Select Transaction, List, or Attachment to upload your file into QuickBooks.

4) Select the QuickBooks entity as "Employees".

5) Select the files you want to upload.

6) Set up the Mapping of the columns in your Employees.

7) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks.

8) Select the "Save and Continue" button to view the mapped Excel data according to the QuickBooks file headers.

9) Select the Upload tab

10) The data was imported successfully into Quickbooks.

Let’s have a look at the SaasAnt Transactions Online Fields.

SaasAnt Transactions (Online) Fields

Field Name
Title of the Vendor.
First Name
25 Characters
Given name or first name of the Vendor.
Middle Name
25 Characters
Middle name of the Vendor.
Last Name
25 Characters
Family name or the last name of the Vendor.
10 Characters
Suffix of the name.
Display Name As

100 Characters
The name of the vendor or organization as displayed in QuickBooks Online. This must be unique across all other customers, employees, vendors, and other names.
Print On Check As

100 Characters

Name of the Vendor or organization as printed on a check. If it not provided, this is populated from Display Name.
Address Line 1
500 Characters
First line of the Billing Address.
Address Line 2
500 Characters
Second line of the Billing Address.
Address Line 3
500 Characters
Third line of the Billing Address.
Address City
255 Characters
City Name.
Address Postal Code
31 Characters
Postal code (Zip code for USA and Canada).
Address Country
255 Characters
Name of the country.
Address State
255 Characters
Region within a country. E.g. State Name for USA, Province name for Canada.
21 Characters
The telephone number in free form.
21 Characters
The Mobile number in free form.
21 Characters
The fax machine number in free form.
21 Characters
Other contact information.
100 Characters
An email address.
Employee Number
99 Characters
ID number of the employee in the Organization.


Social security number (SSN) of the employee. If SSN is set, it is masked in the response with XXX-XX-XXXX. If XXX-XX-XXXX is sent in the create or update request, XXX-XX-XXXX is ignored and the old value is preserved. This attribute cannot be passed in a request when QuickBooks Payroll is enabled.
Billable Time
This Employee is currently enabled for use by QuickBooks.
Billable Rate
The Open balance amount or the amount unpaid by the Vendor.
Gender of the employee.
2000 Characters
Free form text describing the Employee.
Hired Date
Hire date of the employee.
Released Date
Release date of the employee.
Birth Date
Birth date of the employee.


Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

  •  Will your application support Multi Line Transactions?

      Yes. It will. More Info...

  • I made some mistakes in the mapping. Your application imported wrongly.So my QuickBooks file got corrupted. Is there any way to undo or revert?

Sometimes it happens due to the wrong mapping. It is possible to delete the entire employees which went wrong. Our DELETE feature is the rescue. More Info...

  • I want to get an email for each upload. Is it possible?

     Yes. It is. You need to enable couple of settings while importing. More Info...

  • Does your app support taxes?

     Yes. It does. Tax model.

  • My file has some specific date format. I don't want to change the file. Will your product support all date formats?

     Yes. You can select the specific date format as per your requirement. More Info...

  • Do you have any sample templates?

     Yes. We do have. Sample template for Imports.

  • What are the file types supported by your application?

     txt, csv, xls, xlsx files

Possible Failures & Troubleshooting Tips

Image result for errorEmployee object does not contain a city, state or zip code !

Please provide valid Postal Code & State details.

Image result for errorAnother employee, vendor or customer is already using this name. Please enter a different name.

This Employee is already available in QuickBooks with given "Display Name". If you want to continue with same employee,please change the "Display Name".

Image result for errorInvalid social security number !

Please provide valid SSN.

Image result for errorThis is a duplicate Social Security Number belonging to another employee.

Please provide valid SSN or clear SSN Field.

Image result for errorPhone number must be formatted like xxx-xxx-xxxx.

Change the given phone number to required format xxx-xxx-xxxx

Image result for errorInvalid value : ****  Allowed values are [ MALE, FEMALE ].

Allowed values are Male & Female.

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