How to Import Employee List into QuickBooks Online (U.S)?

Support Team

Modified on: Sun, 1 Sep, 2024 at 7:30 AM

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

Pre Requisites:

Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].

Importing Employee List into QuickBooks Online:

To import bulk/batch Employee List 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 Employees.

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 the 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 [email protected].

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	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

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.

Please find the Employee list template attached here for your reference:

SaasAnt_Excel_Transactions_US_Template-Simple.xlsx
(54.2 KB)