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Import Employee data into QuickBooks Payroll

How to Import Employee data into QuickBooks Payroll

Accounting has consistently been a difficult endeavor for businesses, however, it can’t be disregarded. To fulfill your all business essentials, QuickBooks is one of the best accounting software but it comes in two variations:

QuickBooks Desktop and QuickBooks Online. You can deal with your accounting measures when you are at the workplace. QuickBooks Online permits you to get to your tracking information just as reports, utilizing only a web association whenever wherever.

Import & Export is the part of every small and big organization to share or move the data. This will help them to figure out the issues and get complete how to increase the business efficiency. Stay in tune with this blog to know how to import employee data into QuickBooks.

How to Import Employee Data into Quickbooks Payroll

You can easily import employee data via XLSX or CSV file. The first thing you have to make sure about is that you have the template on hand. How to download an employee template?

Follow the below steps:

  • From the left-hand menu, you have to choose the “Employees” section 
  • The next thing you have to do to choose the Payroll settings  
  • Then, choose the Data extracts. It is located under the business management 
  • Choose the Employee and Empty template from the data type section
  • Now, you have to choose the File format and click on the Download button
  • Wait until the program is not finished.
  • You can also enter or paste the data in excel when you are all set to upload the data into the QuickBooks Payroll.

 Once you have done with the above steps, then you are all set to employee data into QuickBooks Payroll

  • The initial step is to choose the employees from the left-hand menu 
  • Then, you have to choose the “Add Employees” option
  • Hit the next click on the “Import Employees”
  • Then, you have to choose the file and then select your completed template 
  • Click on the Open button and then choose the “Confirm Upload” option. 

When the import processing is completed, the results will have appeared on your screen including the status of each employee you updated. In any case, if you need to utilize an import file to delete the data from the employee records, then you need to use value in the appropriate sections on your import file. 

File Specification, you need to know 

There are a few sections in the import file, if they are broken into fields and not all fields need to be present. 

Minimum Required Fields: To set up an employee, the user has to be processed in a pay run under the following fields are needed as a minimum: Tax file number, First name, Surname, DOB, Residential street address, Residential state, Residential postcode, Postal street address, PostalSuburb, PostalPostCode, StartDate, EmploymentType, PaySchedule, Primary pay category, PrimaryLocation, Bank account number, Bank account allocated percentage, Fund name, Member number, and allocated percentage. When you set up an employee in the system, import files include a smaller subset of all fields but the following always be included which helps to identify the employee to update. 

How to import Employee Data into QuickBooks Online?

The below information is applicable for QuickBooks online users. To import employees from a CSV or XLSX into the QuickBooks advanced payroll is the best way to set up and run fastly.

You can also import employee data into the QuickBooks online with the following steps: 

  • From the employee payroll homepage, hit the click on the Arrow 
  • Then, you have to “Add Employee” and choose the “Import Employees” section
  • To make it easy, the user has to start by exporting the XLSX or CSV template file then adding data into it. Once you have done then import it into QuickBooks 
  • This file must contain column headers for the import option. Then, the user required to add a row for every employee that you want to import 
  • Once you completed editing the CSV file, you can easily upload it by going to import employee data and then choose the file
  • When you selecting your file, then hit the click on the Confirm Upload 
  • After this, the import system will be beginning
  • When the import is finished, a report will appear on your screen 
  • You can also view employees that were already created 

How to bulk import employee data into QuickBooks Payroll?

You can easily import the employee data in bulk from the excel spreadsheets or text files into QuickBooks by using any application. Firstly, you need to connect with QuickBooks online account to any online applications from QuickBooks. Then, hit the click on the “Get App Now” button. 

To import the employees’ data into the QuickBooks online, go with the below guidelines:

  • Hit the first click on the “Upload File” into the QuickBooks online’
  • Choose the file and spreadsheets which has employees that you need to import 
  • Click on the QuickBooks entity as an Employees
  • Now, the user has to set up the mapping of columns in the employees’ import file 
  • Hit the click on the Import option and then choose the Employees will be straightforwardly added to the QuickBooks company. 
Mapping: The next step is to map the file headers to the QuickBooks section in the importing steps. Some of the keys of steps below:
  • Users need to map the file headers to online fields. This mapping will help you  to import the transactions accurately into the QuickBooks company
  • From the mapping screen, you can view the current mapping as your QuickBooks screen with your file headers. 

What are the importer & exporter tools?

The Import/export tool permits you to move the data from one place to another. These tools are specifically used when users try to import data in bulk. The tool can likewise be utilized to mass-update existing data without doing. The best part is that you can utilize the import/export out tool tables with QuickBooks tables, and surprisingly custom tables you’ve constructed yourself. 

Minimum Requirements: To have the choice to import, there are several requirements. There are only two sorts of records you can import. Your import record ought to be of report type .csv or a .xls Excel spreadsheet. Tragically, you can’t use .xlsx records as of now. Administrative approvals are required for import. Programming interface approvals are required for import and export. To give a customer permission to the Import/Export tool, giving access to the Import/Export Tool.

Error & Issues might get while doing the import or export employee data.

Symptoms, you might encounter while importing or exporting the employee data: Import programs finish but users are unable to add, the system sends you an email with the error or any failure that appears on your screen. These issues might be blocking you to proceed with further processing.  

To get rid of all these errors, the user has to ensure about all things

To make  that your user data update process goes smoothly, read the following tips:

  • Ensure you give all the necessary data. Something else, your data won’t update to the latest release accurately
  • The request for the employees in your file is important 
  • The employee’s manager should exist in the database before you add the employee  
  • HR, Managers Employees, there must consistently be worth in the manager segment, If an employee doesn’t have an administrator, you should enter the supervisor 
  • There must consistently be worth in the given section, If an employee doesn’t have a supervisor, you should enter the number 
  • You can upload the client data file whenever 
  • Data files contain important data. Then, you have to download the customer data file that you’re eliminating the data from a safe mode
  • In any case, if your record is accidentally deactivated during the upload or download measure, a duplicate of the notification email is directed to a system email account.


After uploading the file, you will receive an email notification. This email contains the results of your upload, including any errors that occurred. You might encounter some common error messages in the email notification while performing the importing and exploring process. To fix all these issues and any other errors, you need to update the data file then upload it again.

Perform the below guidelines:

  • Firstly, you have to click on the list of required fields
  • Then, enter all data in the required fields and upload the file again
  • Make sure, username already exists 
  • If you find any duplicate username then remove it
  • Once you have done, then upload the file again 
  • Now, you have to detect with the manager ID
  • Must be sure that the employee’s user id is not listed rather than the manager’s user-id 
  • If the manager Id invalid, the manager’s user id listed for the employee which doesn’t exist in the database
  • In any case, if you add both manager and employee then must be sure that the employee is added after the manager. 

Final Words!

We hope the above information was helpful for you to know about How to import Employee data into QuickBooks Payroll. So, you can easily track employee data on QuickBooks payroll functions. It will give you more accuracy which helps to know where you need to focus to get more profit.

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