How to Import Employee List into QuickBooks Online (U.S)?
February 6, 2025
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-day 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 employee's 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 are below:
You need to map your file headers to the "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions properly into QuickBooks company.
In the mapping screen, we have the "Preview Mapping" button, which can help you 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 support@saasant.com.
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 the QuickBooks entity as "Employees".
4) Select the files you want to upload.
5) Set up the Mapping of the columns in your Employees.
6) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks.
7) Select the Upload tab
8 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 is 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 is not provided, this is populated from Display Name. |
Address Line 1 | 500 Characters | The first line of the Billing Address. |
Address Line 2 | 500 Characters | The second line of the Billing Address. |
Address Line 3 | 500 Characters | The 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 the USA, Province name for Canada. |
Phone | 21 Characters | The telephone number is in free form. |
Mobile | 21 Characters | The Mobile number is in free form. |
Fax | 21 Characters | The fax machine number is in free form. |
Other | 21 Characters | Other contact information. |
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 the same employee, please change the "Display Name."
Invalid social security number!
Please provide a valid SSN.
This is a duplicate Social Security Number belonging to another employee.
Please provide a valid SSN or clear SSN Field.
Phone number must be formatted like xxx-xxx-xxxx.
Change the given phone number to the required format xxx-xxx-xxxx
Invalid value : **** Allowed values are [ MALE, FEMALE ].
Allowed values are Male & Female.