How to Import Employee via Excel/CSV in QuickBooks Online Advanced Payroll

by James Antonio

QuickBooks Online Advanced Payroll offers an extensive list of reports and gives you the flexibility to generate reports to get insights about your business. With this, you can easily fill out your tax forms; run the report; Payroll Tax Payments; Shows payroll tax payments that have been recorded in QuickBooks Online. Importing Employees from Excel/CSV file into QuickBooks Online Advanced Payroll is a great way to get set up and running quickly. It’s also a convenient way to update employee data in a bulk amount. Let’s explore the complete process for how to import Employees via Excel/CSV in QuickBooks Online Advanced Payroll and other related details in this particular blog.

Prerequisite needs to Consider Before you Import

When managing employee information, there are few prerequisites you need to know. Here are the essential company data to get aware before importing employee data:

  • Employee contact information is included in the migration of a company file from QuickBooks Desktop to a new QuickBooks Online company, but payroll data is not.
  • You are unable to import employee data from another application.

Steps to Import Employee via Excel/CSV in QuickBooks Online Advanced Payroll

  • First, go to the Payroll homepage and click the arrow which is next to Add Employee
  • Next, select the option named “Import Employees
  • The best way to get started is by exporting the excel template file first, adding data to it and then importing it into QuickBooks Online Advanced Payroll. To export the template:
    1. Hit the Export Employees option and then using the drop-down choose an Empty Template from the Data Type
    2. Choose whether you want to work with an XLSX or CSV Template
  • This file usually contains the column headers for the import. You just have to add a row for each employee that you want to import
  • After completing the editing the XLSX or CSV file then you can upload it by selecting the Import Employees and then move to Select File
  • After choosing the file, you have to click Confirm Upload and then import will start
  • Once the import is successfully completed then a report display indicating you employees that were updated/created.

File Specifications

The import file contains a large number of fields, but they are divided into parts, and not all sections must be present.

Minimum Required Fields

The following fields are required as a minimum to set up an employee to be processed in a pay run:

  • First Name
  • Surname
  • Date Of Birth
  • Residential Street Address
  • Residential City
  • Residential District
  • Residential Post Code
  • Postal Street Address
  • Postal City
  • Postal District
  • Postal Post Code
  • Start Date
  • Employment Type
  • Pay Schedule
  • Primary Pay Category
  • Primary Location
  • Pay Slip Notification Type
  • Rate
  • Rate Unit
  • Hours Per Week
  • BankAccount1_SortCode
  • BankAccount1_AccountNumber
  • BankAccount1_AccountName
  • BankAccount1_AllocatedPercentage

Import files may include a smaller subset of fields once an employee has been set up in the system, but the following fields must always be included in order to identify the employee to update:

  • First Name
  • Surname
  • Date of Birth

Fully Qualified Locations

It’s critical to define the Fully Qualified Location when importing from a CSV file since locations can be nested. For the following list of addresses:

  • All Offices
  • London Offices
  • Strathfield
  • Devon Offices
  • Logan

All Offices/London Offices/Strathfield is a truly qualified location for “Strathfield”.

The information ends here with a hope that it will be helpful for you and guide you in how to Import employees via Excel/CSV in QuickBooks Online Advanced Payroll. Moreover, it is suggested that you perform the above described import steps with your complete care and attention.


How do I Download Employee Templates in QuickBooks Payroll?

First, go to the left-hand menu and select Employees >> Payroll Settings tab. Next, you have to select Data Extracts which is located under the Business Management. Select the Employee Data and Empty Template under the Data Type. In the end, choose the File format and then hit the Download tab.

What are the steps involved in setting up a new Employee using the Employee Wizard in QuickBooks?

It mainly involves 5 steps in setting up a new Employee using the Employee Wizard:

Step 1: First, enter employees personal information
Step 2: Enter employment details
Step 3: Enter the banking details
Step 4: Enter tax and National Insurance details
Step 5: Enter the pension details in the end and the set up is complete with this.

How to Import Employee Data into QuickBooks Payroll?

1. From the left-hand side menu, you have to select Employees.
2. Select the dropdown which is next to the Add Employees option and then hit Import Employees
3. Choose the “Select File” option and then select the completed template >> Open
4. Finally, select the “Confirm Upload” option.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Accountant Premium

*See our Pricing for up to 50 Company Files.

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Pricing includes coverage for users
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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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