At a Glance

• The Solution: Use SaasAnt's Download (Export) feature to extract your complete employee list into a clean Excel/CSV format.

• The Key Benefit: Native QuickBooks Online employee list exports (often pulled via Reports) can omit backend data like Employee Notes. SaasAnt extracts the raw, untruncated employee profile data into a flat file, making it ideal for HR audits, importing into third-party payroll systems, or migrating to a new company file.

• Quick Steps: Quick Access > Download (Export) > Select Employees > Search > Download.

Getting Started

• Install: Get SaasAnt Transactions from the QuickBooks App Store and start a free trial.

• Connect: Securely authorize the connection to your QuickBooks Online company. We do not store your employee data; we simply process the transfer.

How to Export Employees Step-by-Step

1. Navigate to Download (Export)

In Quick Access, click the Download (Export) button in the main menu.​

2. Select Entity

In the Transaction/List dropdown, select Employees.​

3. Select Date Strategy

Because employees are "lists" rather than transactions, choose the date type that fits your reporting needs:​

• Search By Created Date: Exports based on when the employee profile was first created in QuickBooks. Use this to pull a list of all new hires onboarded within a specific quarter or year.

• Search By Last Updated Date: Exports based on when the employee record was last modified. Use this to audit recent changes to employee addresses, contact info, or profile settings to ensure your external HR system is synced.

4. Set Date Range & Format

• Range: Enter your start and end dates. If you want to export your entire employee roster, enter a start date far in the past (e.g., 01/01/2000) to the current date.

• Format: Use the dropdown inside the date box to pick your preferred format (e.g., MM/DD/YYYY).

5. Select Template

In the Use Saved Template dropdown, leave it as Simple Mapping for a standard export.

• Tip: Create a custom template using the Add new template option if you are exporting this list to import directly into a third-party time-tracking or HR software that requires specific column headers (like "First_Name" instead of "Given Name").

6. Configure Filters & Search

Unlike complex transactions, the employee export relies simply on your date range and chunking preferences:​

• Show Records From (Start At): Use this to chunk large exports. If you need to export a massive roster, run 1–2,500 first, then run a second search starting at 2,501.

Click the Search button to preview results.​

7. Review & Download

After clicking Search, the data preview grid will load:

• Verify Contacts: Ensure the grid displays the expected employee names and contact details. Look out for duplicate entries if you have recently merged or rehired staff.

• Total Records: Check "Total records found" to confirm the volume matches your active (and inactive, depending on filters) headcount.

• Select Format: Click the Download button at the bottom right, choose .xlsx (Excel) or .csv, and the file will download.

Automate with Backup

The steps above are for manual exports. If you need a regular sync of your employee roster to feed a separate HR platform or external time-tracking software, use the Backup module.

• Set it and forget it: Schedule daily, weekly, or monthly exports.

• Delivery: Have files automatically sent to email, FTP, or storage integrations without logging in.

Why export employees with SaasAnt?

• HR & Third-Party System Sync: If you use external tools for scheduling, performance reviews, or benefits administration, you need a clean, structured list of your staff. SaasAnt provides a flat file that is easily mapped to other software, bypassing the formatting quirks of native QBO PDF or Excel reports.

• Data Completeness: Native QBO-to-Desktop exports truncate Display Names to 31 characters, Full Names to 39 characters, and drop Employee Notes entirely. SaasAnt extracts the full, unaltered text fields.

• Migration & Bulk Editing: Export your employee list, update contact info or statuses in bulk in Excel, and then use SaasAnt’s import feature to push those updates back into QBO instantly.

FAQ

Does this export my employees' payroll history or pay stubs?

No. The Employees entity export pulls the List data—meaning the employee profiles, contact information, and setup details. To export actual payroll runs or paychecks, you would need to export payroll transactions or time activities.

Are inactive or terminated employees included in the export?

Yes, if they fall within the date range you selected. You can easily filter the downloaded Excel file to separate active employees from inactive ones.

Can I use this file to migrate my employee list to a new QBO company?

Yes. The export format is natively compatible with SaasAnt's Import feature, allowing you to quickly populate a new QBO file with your existing staff roster.