Importing employee lists into QuickBooks

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.

  1. Open your QuickBooks company file as Administrator and open Zed Axis
  2. Select your text file or spreadsheet which contains the employee list that you want to import.
  3. Set up the a Mapping of the columns in your employee list import file to the corresponding fields in QuickBooks
  4. 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
SupervisorFullName str 209 Supervisors Full Name (Match name of Employee or Vendor already in QuickBooks)
Department str 31 Department for the employee
Description str 64 Role description for the employee
TargetBonus amount Dollar value target to achieve bonus (eg. 10000.00)
 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
EmergencyPrimaryContactName str 40 Name of the primary emergency contact
EmergencyPrimaryContactValue str 255 Telephone number of the primary emergency contact
EmergencyPrimaryContactRelation enum Relation of the contact (Values: Spouse, Partner, Mother, Father, Sister, Brother, Son, Daughter, Friend, Other)
EmergencySecondaryContactName str 40 Name of the secondary emergency contact
EmergencySecondaryContactValue str 255 Telephone number of the secondary emergency contact
EmergencySecondaryContactRelation enum Relation of the contact (Values: Spouse, Partner, Mother, Father, Sister, Brother, Son, Daughter, Friend, Other)
Employee Type enum Employee type from QuickBooks list, (values: Officer, Owner, Regular [DEFAULT], Statutory)
PartOrFullTime enum Whether the employee is part time or full time (values: PartTime, FullTime)
Exempt enum If the employee is exempt or not (values: Exempt, NonExempt )
KeyEmployee enum If the employee is a key employee (values: Yes, No)
Gender enum (values: Male or Female)
Hired Date date Date the employee was hired
OriginalHireDate date Date employee was originally hired
AdjustedServiceDate date Date service was adjusted
Released Date date date the employee was released
Birth Date date Date the employee was born
USCitizen enum Whether the employee is a US citizen (values: Yes, No)
Ethnicity enum Ethnic origin of employee (values: AmericianIndian, Asian, Black, Hawaiian, Hispanic, White, TwoOrMoreRaces )
Disabled enum Whether the employee as a disability (values: Yes, No)
DisabilityDesc str Description of the disability
OnFile enum (values: Yes, No)
WorkAuthExpireDate date Date work authority expires
USVeteran enum (values: Yes, No)
MilitaryStatus enum (values: ActiveReserve)
Account Number  str 99 Employee reference number
Notes str 4095 Employee notes
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

 

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