You can import Employee List from text files or Excel spreadsheets directly into QuickBooks Online using Excel Transactions software. 

Connect your QuickBooks Online to Excel Transactions App from QBO AppStore by clicking the "Get App Now" button

You can get the free trial of the product in the QBO AppStore. 


Basic Import Steps


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

  1. Select your file and spreadsheet which has the employees that you want to import
  2. Select the QBO entity as Employees
  3. Set up the mapping of the columns in your employees import file to the corresponding fields in QuickBooks (Refer below Section)
  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 "Excel Transactions" 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 QBO 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 support@saasant.com.



Excel Transactions 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.


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 QBO 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.