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How to Import Employees into QuickBooks Desktop?

Import Employee List into QuickBooks Desktop

Import Employees from Supported File Formats directly into QuickBooks Desktop using SaasAnt Transactions (Desktop) - #1 user rated and Intuit trusted bulk data automation tool built exclusively for QuickBooks.

SaasAnt Transactions (Desktop) supports QuickBooks Pro, Premier, Enterprise, and Accountant Editions.

You can download the free trial of the software directly from the SaasAnt Website. Follow this article for detailed installation instruction.

Steps to Import Employees List into QuickBooks

Importing with SaasAnt Transaction is a breeze with our simplified and powerful Import wizard. Just follow a simple 3 step process to bulk import your employee list to QuickBooks.

Click the Import button in the Dashboard screen or Import option from the File menu in the menubar to navigate to the File Selection screen of the Import Wizard (Step 1).

  • Step 1 - File Selection: Select "QuickBooks Transaction Type" as "Employee". "Select Your File" - You can either click "Browse File" to browse and select the file from the local computer folder or click "Sample Templates" to navigate to SaasAnt sample file locally.
  • Step 2 - Mapping: Set up the mapping of the file columns corresponding to QuickBooks fields. This step will be automated for you if you use the SaasAnt template file. Download the Sample Template file.
  • Step 3 - Review & Import: Review your file data in the Review Grid screen and click "Send to QuickBooks" to upload your file data to QuickBooks.

More detailed instructions on the steps are available in this article.

Import Employee List into QuickBooks Desktop

Import Employee List into QuickBooks

Import Employee List into QuickBooks Desktop

Import Employees into QuickBooks

Mapping QuickBooks Fields

Field NameFormatDescription



Title of the Employee


CharactersName of the Employee

First Name

CharactersFirst Name of the Employee

Middle Name

CharactersMiddle Name of the Employee

Last Name

CharactersLast Name of the Employee

Account Number

CharactersAccount Number

Print On Check As

CharactersName of the Employee as printed on a check


CharactersSocial security number (SSN) of the employee.



Gender of the employee.

Date of Birth


Birth date of the employee.

Marital Status

CharactersMarital Status of the Employee

US Citizen




 Address Line 1

CharactersAddress Line 1 of the Employee

 Address Line 2

CharactersAddress Line 2 of the Employee

 Address City

CharactersCity of the Employee

 Address Postal Code

CharactersPostal Code of the Employee

 Address Country

CharactersCountry of the Employee

 Address State

CharactersState of the Employee

Main Phone

CharactersPhone Number of the Employee

Main Email

CharactersEmail of the Employee

Alt. Phone

CharactersAlternate Phone Number of the Employee

Work Phone

CharactersWork Phone Number of the Employee

CC Email

CharactersCC Email address of the Employee


CharactersMobile Number of the Employee


CharactersWebsite address


CharactersFax Number


CharactersOther contact information

Hire Date

DateHire date of the Employee

Original Hire Date

DateOriginal Hire date of the Employee

Adjusted Service Date

DateAdjusted Service date of the Employee

Release Date

DateRelease date of the Employee

Job Title

CharactersJob Title of the Employee


CharactersSupervisor Name of the Employee


CharactersDepartment of the Employee



Target Bonus

CharactersTarget Bonus of the Employee

Employment Type

CharactersEmployment Type of the Employee

Full/ Part Time

CharactersFull/Part Time



Key Employee

CharactersKey Employee

US Veteran


Military Status




All (*) marked fields are mandatory. 

Import Settings

A host of powerful customizations for your file data is available with Import Settings. This is available in Step 3: Review & Import screen or directly under the "Edit" menu in the menubar. Some of the very useful settings for lists include:

  • Action When a Matched List Found: If an existing list entity is found with the given name then the corresponding action to be taken. You can choose to Show Warning/ Update existing transactions in your QuickBooks.
  • Pre-Import Validation: Validate the complete file before importing it to QuickBooks. By turning this setting ON, file rows will be imported only after cleaning up all the issues in the file. This option however will delay the import.

More details about the settings related to managing list import are available in this article.


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

  • I made some mistakes in the Import and my QuickBooks reports got corrupted. Is there any way to undo or revert my Import?

            It is possible to undo the import completely/ partially with the Delete feature.

  • Does your app support taxes?

            Yes. It does..

  • 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 in the import settings.

  • Do you have any sample templates?

            Yes. We do have. Sample Template

  • What are the file types supported by your application?

            TXT, CSV, XLS, XLSX etc. Supported File Formats 

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