You can import employee lists from text files or from Excel spreadsheets directly into QuickBooks using the Zed Axis software. Download and install the Zed Axis software on your computer.

Open your QuickBooks company file as Administrator and open Zed Axis
Select your text file or spreadsheet which contains the employee list that you want to import.
Set up the a Mapping of the columns in your employee list import file to the corresponding fields in QuickBooks
Click Import and your employees will be directly added to your QuickBooks company file:

For more information about importing employee lists into QuickBooks, search the Knowledge Base, watch the movies in the Learning Centre, or raise a ticket with Zed Support

Download a sample employee list template

Employee List

QuickBooks Field	Type	Description
Is Active	true or false	Whether the employee record is enabled in QuickBooks, default true
Salutation	str 15	Title used for the employee,ie Mr, Ms, Mrs etc...
First Name	str 25	First name of the employee
Middle Name	str 5	Middle name of the employee
Last Name	str 25	Last name of the employee
EmployeeAddr....	str	Address for the employee. More information on importing addresses into QuickBooks
Print As	str 41	Name used when printing on forms
Phone	str 21	Phone number
Mobile	str 21	Mobile phone number
Pager	str 21	Pager number
Pager PIN	str 10	Pager PIN
Alt Phone	str 21	Alternative phone number
Fax	str 21	Fax Number
SSN	str 15	Social security number, accept dashes or non dashed
Email	str 1023	Email address
Employee Type	enum	Employee type from QuickBooks list, ie (Full Time (FT), Casual (CA) etc...)
Gender	enum	Male or Female
Hired Date	date	Date the employee was hired
Released Date	date	date the employee was released
Birth Date	date	Date the employee was born
Account Number	str 99	Employee reference number
Notes	str 4095
Billing Rate	str 31	Rate that the employees time is billed at
Emp Pay Period	enum	Pay period for the employee, match list in QuickBooks (Weekly, fortnightly, etc...)
Class	str 159	Class list as appears in QuickBooks
Clear Earnings	true or false	If set to true then the earnings will be deleted for this employee
Payroll Item	str 31	Default payroll item for employee, must match QuickBooks list
Earning Rate	price	Rate the employee is paid at
Use TimeData to create Paychecks	enum	If the employee is paid based on the time entered into a QuickBooks timesheet (values: NotSet, UseTimeData, DoNotUseTimeData)
Sick Hours Availble	time	amount of sick leave available in hours
Sick Hours Accrual Period	enum	period for which accrual is calculated Values: BeginningOfYear, EveryHourOnPaycheck, EveryPaycheck
Sick Hours Accrued	time	hours that are accrued in accrual period
Sick Hours Maximum Accrual	time	maximum hours that can be accrued
Sick Hours is Reset	true or false	Should the accrued amount be reset each year
Sick Hours Used	time	hours used in
Sick Hours Accrual Start Date	date	Date the accrual period started
Vacation Hours Availble	time	amount of vacation leave available
VacationHours Accrual Period	enum	period for which accrual is calculated Values: BeginningOfYear, EveryHourOnPaycheck, EveryPaycheck
Vacation Hours Accrued	time	hours that are accrued in accrual period
Vacation Hours Maximum Accrual	time	maximum hours that can be accrued
Vacation Hours is Reset	true or false	Should the accrued amount be reset each year
Vacation Hours Used	time	hours used in
Vacation Hours Accrual Start Date	date	Date the accrual period started

Troubleshooting:
Error: Missing lived in or worked in State

Article ID: 136, Created: October 21, 2011 at 2:28 AM, Modified: April 26 at 10:32 PM

Importing employee lists into QuickBooks

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