How to Import Employee List into QuickBooks Online (UK, AU, CA, IN, FR & Other Regions)?
August 20, 2025
At a glance
Create Employee records in bulk from CSV or Excel using SaasAnt Transactions Online.
Applies to
Product: SaasAnt Transactions Online
Entity: Employees
Before you begin
Connect your QuickBooks Online company to SaasAnt Transactions Online from the QuickBooks App Store. A free trial is available.
Supported files: CSV, XLSX, XLS, XLSM, TXT, Google Sheets.
Display Name As must be unique across all names in QuickBooks.
If QuickBooks Payroll is enabled, SSN cannot be imported. When allowed, QuickBooks masks SSN after save.
Use a consistent date format such as YYYY-MM-DD.
Steps to Import Employees into QuickBooks Online with SaasAnt Transactions
Sign in to SaasAnt Transactions Online.
Open Bulk Upload.
On the single Choose Entity screen, select Employees.
Select your file. Drag and drop or choose from your computer.
Map your columns to SaasAnt fields. Use Preview Mapping to see how columns align with the QuickBooks Employee form.
Click Save and Continue to view the mapped data grid.
Click Review to run validations and fix any flagged rows.
Click Upload to import.
Check the result summary. Download the error file if any rows failed, correct only those rows, and reimport.
Let’s have a look at the SaasAnt Transactions Online Fields.
SaasAnt Transactions (Online) Fields
Field Name | Format | Description |
|---|---|---|
Title | Characters | 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. |
Suffix | 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. |
Phone | 21 Characters | The telephone number in free form. |
Mobile | 21 Characters | The Mobile number in free form. |
Fax | 21 Characters | The fax machine number in free form. |
Other | 21 Characters | Other contact information. |
Email | 100 Characters | An email address. |
Employee Number | 99 Characters | ID number of the employee in the Organization. |
SSN | Characters | 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 | Boolean | This Employee is currently enabled for use by QuickBooks. |
Billable Rate | Decimal | The Open balance amount or the amount unpaid by the Vendor. |
Gender | Characters | Gender of the employee. |
Notes | 2000 Characters | Free form text describing the Employee. |
Hired Date | Date | Hire date of the employee. |
Released Date | Date | Release date of the employee. |
Birth Date | Date | Birth date of the employee. |
FAQ's
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?
For almost all entities in QuickBooks Online, SaasAnt Transactions Online supports XLS, XLSX, XLSM, CSV, TXT, Google Sheets, and IIF. Additionally, PDF, PNG, and JPEG are supported only for Receipts, Invoices, Bank Statements, Checks, and Expenses.
How do I report the issues if I stuck?
Feel free to drop an email to support@saasant.com
Possible Failures & Troubleshooting Tips
Employee object does not contain a city, state or zip code !
Please provide valid Postal Code & State details.
Another 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".
Invalid social security number !
Please provide valid SSN.
This is a duplicate Social Security Number belonging to another employee.
Please provide valid SSN or clear SSN Field.
Phone number must be formatted like xxx-xxx-xxxx.
Change the given phone number to required format xxx-xxx-xxxx
Invalid value : **** Allowed values are [ MALE, FEMALE ].
Allowed values are Male & Female.