Modify employee records in QuickBooks Online with SaasAnt by exporting your data, changing the details in a spreadsheet, mapping the fields, and safely re-importing. Use the Live Edit feature for fast on-screen fixes.

Whether you need to assign Employee IDs, update mass contact information, or adjust job titles across your roster, SaasAnt's validation and undo features help avoid mistakes. This workflow lessens manual data entry and keeps your employee information perfectly accurate for operational reporting and timesheet management.

Before you begin, remember that QuickBooks Online does not offer a native backup button on all plans. Always rely on SaasAnt’s Preview Mapping, Dry Run validation, and Undo/Rollback tools to ensure your changes are safe and reversible.

Method 1: Edit Employees Using Modify (Export → Spreadsheet → Re-Upload)

This method is ideal when you need to make structural updates across dozens of employee profiles—such as standardizing job titles, bulk-updating new hire dates, or assigning employee ID numbers to your entire staff.​

Step 1: Open SaasAnt from QuickBooks Online

1. Sign in to your QuickBooks Online company file.

2. From the left menu bar, go to Apps.

3. Under Find apps, search for SaasAnt Transactions Online and authorize access if you haven't already.

4. Open the app from your My Apps tab to launch the SaasAnt dashboard.

Step 2: Export Existing Employees

1. In SaasAnt, navigate to Batch Actions → Download.

2. On the Download transactions screen, select:

   • Transaction/List: choose Employees

   • Date Type: e.g., Search by Created Date or Last Updated Date

   • Date Range: set the period for the profiles you want to modify

   • Optional filters: Active/Inactive status, Employee Name range, etc.

3. Click Search to fetch the matching employee list into the grid.

4. At the bottom-right, click Download ▼ and choose .csv or .xlsx to export the file.

Step 3: Edit the Spreadsheet

1. Open the downloaded file using Excel or Google Sheets.

2. Locate the employees you need to alter.

3. Update only the necessary fields. Common employee profile edits include:

   • First Name, Last Name, and Middle Initial​

   • Display Name (How they appear in your QBO list)

   • Email Address and Phone Number​

   • Employee ID and Job Title​

   • Hire Date and Billing Rate​

4. Keep the original Display Name or internal QBO ID column intact so SaasAnt knows exactly which employee profiles to overwrite in QuickBooks.​

5. Save your completed file as a CSV or XLSX.

Step 4: Upload the Modified File

1. Return to SaasAnt.

2. Go to Batch Actions → Modify.

3. On the Upload files screen, drag and drop your edited file or click Browse your files.

4. Select Employees under the Lists category if prompted, then click Continue.

Step 5: Map QBO Fields Correctly

On the Map Fields screen, align your spreadsheet columns with the corresponding QuickBooks fields.

1. Ensure critical fields are mapped properly:

   • Display Name (Required to identify the existing employee)​

   • Title, First Name, Last Name​

   • Employee Number & Hired Date​

   • Email, Phone, and Address fields

2. Click Preview Mapping to verify that your spreadsheet data aligns correctly with QBO fields.

3. Once confirmed, click Review.

Step 6: Review and Fine-Tune in the Grid

You will now see an editable grid displaying all the employee rows from your file.

1. Scan the data to ensure accuracy. You can double-click any cell to make last-minute typo corrections directly in the grid.

2. Optional: Use Preview (Dry Run) Mode to let SaasAnt validate the data without actively changing anything in your QuickBooks file yet.

3. Once satisfied, click Update QuickBooks.

Step 7: Check Results, Download Logs, and Undo if Needed

After processing, SaasAnt displays a summary of the import.

1. Click Show Results to view the Modify results screen.

2. On the Success tab, click the QuickBooks ID to view the live, updated employee profile in QBO. Use the Download ▼ button to save a permanent audit log of the changes.

3. Check the Error tab for any failed rows. You can often click an inline Fix button to correct an invalid format and re-submit it immediately.

4. If you realize you made a mistake, click the Undo button to roll back the successful changes, restoring the original employee details in QuickBooks.

Method 2: Edit Employees Using Live Edit (On-Screen Bulk Edits)

The Live Edit feature allows you to change data directly inside SaasAnt’s grid interface without creating, exporting, or importing a spreadsheet. It’s perfect for fast fixes, like adding phone numbers or marking former employees as inactive.

Step 1: Open Live Edit

1. In SaasAnt, go to Smart Entry → Live Edit.

2. Review the brief instructions and click Ready to edit.

Step 2: Filter the Employees You Want to Edit

1. At the top of the Live Edit screen, set:

   • Transaction/List: choose Employees

   • You can choose Edit by Searching to pull a large list, or Edit by Reference to type in specific employee names.

2. Click Search to pull the matching employee profiles into the live grid.

Step 3: Edit Employee Fields in the Grid

1. Locate the specific employees you want to adjust.

2. Click directly into the grid cells to type in your revised values (such as changing an Email, adjusting a Job Title, or updating a Hire Date).

3. You can edit multiple rows at once across the screen.

Step 4: Submit Changes Back to QBO

1. Review the updated grid to ensure everything is correct.

2. Click Submit to sync the updates directly with QuickBooks Online.