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.
Mapping QuickBooks Fields
| Field Name | Format | Description |
|---|---|---|
Title | Characters | Title of the Employee |
Name | Characters | Name of the Employee |
First Name | Characters | First Name of the Employee |
Middle Name | Characters | Middle Name of the Employee |
Last Name | Characters | Last Name of the Employee |
Account Number | Characters | Account Number |
Print On Check As | Characters | Name of the Employee as printed on a check |
SSN | Characters | Social security number (SSN) of the employee. |
Gender | Characters | Gender of the employee. |
Date of Birth | Date | Birth date of the employee. |
Marital Status | Characters | Marital Status of the Employee |
US Citizen | Characters | |
Ethnicity | Characters | |
Address Line 1 | Characters | Address Line 1 of the Employee |
Address Line 2 | Characters | Address Line 2 of the Employee |
Address City | Characters | City of the Employee |
Address Postal Code | Characters | Postal Code of the Employee |
Address Country | Characters | Country of the Employee |
Address State | Characters | State of the Employee |
Main Phone | Characters | Phone Number of the Employee |
Main Email | Characters | Email of the Employee |
Alt. Phone | Characters | Alternate Phone Number of the Employee |
Work Phone | Characters | Work Phone Number of the Employee |
CC Email | Characters | CC Email address of the Employee |
Mobile | Characters | Mobile Number of the Employee |
Website | Characters | Website address |
Fax | Characters | Fax Number |
Other1 | Characters | Other contact information |
Hire Date | Date | Hire date of the Employee |
Original Hire Date | Date | Original Hire date of the Employee |
Adjusted Service Date | Date | Adjusted Service date of the Employee |
Release Date | Date | Release date of the Employee |
Job Title | Characters | Job Title of the Employee |
Supervisor | Characters | Supervisor Name of the Employee |
Department | Characters | Department of the Employee |
Description | Characters | Description |
Target Bonus | Characters | Target Bonus of the Employee |
Employment Type | Characters | Employment Type of the Employee |
Full/ Part Time | Characters | Full/Part Time |
Exempt | Characters | Exempt |
Key Employee | Characters | Key Employee |
US Veteran | Characters | |
Military Status | Characters | |
Notes | Characters |
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.
FAQ's
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
- How do I report the issues if I am stuck?
Feel free to drop an email to [email protected]