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Intuit

Import Employee to QuickBooks Online Advanced Payroll via Excel/CSV

Importing employees from a Excel or CSV file is a great way to get set up and running quickly.

  1. Prepare your Excel or CSV file before importing your employees. Refer to [prepare your excel section below - add anchor].
  2. When your file is ready, go to Employees tab, then Add Employee.
  3. Go to Import Employees. Click on Select File.
  4. Select your file and click Confirm Upload.

Once the import is complete, a report will be displayed showing you the employees that were created/updated.

Preparing your Excel/CSV file

The best way to get started is by exporting the Excel or CSV template file, adding your data to it and then re-importing it. To export the template, click the Export button and then click on the down arrow to choose an Empty Template, then choose whether you want to work with an Excel or CSV template.

This file contains the column headers for the import. You simply need to add a row for each employee that you wish to import.

There are quite a few fields in the file however they are broken into sections as shown below and not all sections need to be present.

Core Data

NOTE: either Tax File Number or First Name+Surname+Date of birth must be present in the file to uniquely identify the employee

Field Name Data Type Notes
TaxFileNumber Number
Title Text Valid values: Mr, Mrs, Miss, Ms, Dr
PreferredName Text
FirstName Text
MiddleName Text
Surname Text
DateOfBirth Date
Gender Text Valid values: Male, Female
ExternalId Text Can be the id of the employee in some other system (eg: HR)
ResidentialStreetAddress Text
ResidentialSuburb Text
ResidentialState Text
ResidentialPostCode Number
PostalStreetAddress Text
PostalSuburb Text
PostalState Text
PostalPostCode Number
EmailAddress Text
HomePhone Text
WorkPhone Text
MobilePhone Text
StartDate Date
EndDate Date date that employment was terminated (If employee has finalised their employment)
AnniversaryDate Date eg: the date the employee received their qualifications
Tags Text Pipe (‘|’) separated list of tags to associate with this employee

 

Tax File Declaration

Field Name Data Type Notes
EmployingEntityABN Number
EmploymentType Text Valid values: Full Time, Part Time, Casual, Labour Hire, Superannuation Income Stream
PreviousSurname Text
AustralianResident TrueFalse
ClaimTaxFreeThreshold TrueFalse
SeniorsTaxOffset TrueFalse
OtherTaxOffset TrueFalse
HelpDebt TrueFalse
AFSDebt TrueFalse
IsExemptFromFloodLevy TrueFalse Only used for 2011/2012 financial year.
IsApprovedWorkingHolidayMaker TrueFalse
HasWithholdingVariation TrueFalse
TaxVariation Number Should only be specified if HasWithholdingVariation is 'Yes'
DateTaxFileDeclarationSigned Date Date that the tax file declaration was signed
DateTaxFileDeclarationReported Date Date that the tax file declaration was reported to the ATO

Pay Run Setup

Field Name Data Type Notes
JobTitle Text
PaySchedule Text Corresponds to the name of a Pay Schedule that you have already created. For example ‘Weekly’
PrimaryPayCategory Text Corresponds to the name of a Pay Category that you have already created. For example ‘Full Time – Standard’
PrimaryLocation Text Corresponds to the fully qualified name of a Location that you have already created. See below for details on Fully Qualified Locations.
PaySlipNotificationType Text Valid values: Email, SMS, Manual, None
Rate Number How much is the employee paid (may be specified as a ‘per hour’ or ‘per annum’ value)
RateUnit Text Valid values: Hourly, Annually, Daily
OverrideTemplateRate Text Valid values: True, False
HoursPerWeek Number Standard number of hours per week for this employee
AutomaticallyPayEmployee TrueFalse Determines whether the employee's “standard weekly hours” are automatically added as earnings lines to a new pay run
LeaveTemplate Text Name of the Leave Allowance Template to apply to this employee
PayRateTemplate Text Name of the Pay Rate Template to apply to this employee
PayConditionRuleSet Text Name of the pay condition rule set to assign to this employee
EmploymentAgreement Text Name of an existing employment agreement to associate with this employee
IsEnabledForTimesheets Text Valid values: Enabled, Disabled, EnabledForExceptions
IsExemptFromPayrollTax TrueFalse
Locations Text Pipe (‘|’) separated list of Fully Qualified Locations that this employee works at
WorkTypes Text Pipe (‘|’) separated list of work types to enable this employee to submit timesheets for

Emergency Contacts

Field Name Data Type Notes
EmergencyContact1_Name Text
EmergencyContact1_Relationship Text
EmergencyContact1_Address Text
EmergencyContact1_ContactNumber Text
EmergencyContact1_AlternateContactNumber Text
EmergencyContact2_Name Text
EmergencyContact2_Relationship Text
EmergencyContact2_Address Text
EmergencyContact2_ContactNumber Text
EmergencyContact2_AlternateContactNumber Text

Bank Accounts

  • Up to 3 bank or BPAY accounts may be specified however only 1 is required.
  • Percentages across all bank/BPAY accounts must total 100
  • Use an allocated percentage of 100 only on 1 of the bank accounts to indicate remaining balance. Note in this case percentages across all bank/BPAY accounts will be greater than 100, and validation will pass if ONLY 1 bank/BPAY account is allocated 100 percent
Field Name Data Type Notes
BankAccount1_BSB Text This field also maps to the BPAY Biller Code.
BankAccount1_AccountNumber Text This field also maps to the BPAY Customer Reference Number.
BankAccount1_AccountName Text For a BPAY account, the value here must be 'BPAY'.
BankAccount1_AllocatedPercentage Text Use 100 to nominate remaining balance
BankAccount1_FixedAmount Text Percentage or Fixed amount may be specified.
BankAccount2_BSB Text
BankAccount2_AccountNumber Text
BankAccount2_AccountName Text
BankAccount2_AllocatedPercentage Text Use 100 to nominate remaining balance
BankAccount2_FixedAmount Text Percentage or Fixed amount may be specified.
BankAccount3_BSB Text
BankAccount3_AccountNumber Text
BankAccount3_AccountName Text
BankAccount3_AllocatedPercentage Text Use 100 to nominate remaining balance
BankAccount3_FixedAmount Text Percentage or Fixed amount may be specified.

Super Funds

  •  Up to 3 super funds may be specified however only 1 is required
  • Percentages across all super funds must total 100
  • Use an Allocated Percentage of 100 on only 1 of the super funds to indicate remaining balance. Note in this case percentages across all super funds will be greater than 100, and validation will pass if ONLY 1 super fund is allocated 100 percent
Field Name Data Type Notes
SuperFund1_ProductCode Text
SuperFund1_FundName Text
SuperFund1_MemberNumber Text
SuperFund1_AllocatedPercentage Text Use 100 to nominate remaining balance
SuperFund1_FixedAmount Text Percentage or Fixed amount may be specified.
SuperFund2_ProductCode Text
SuperFund2_FundName Text
SuperFund2_MemberNumber Text
SuperFund2_AllocatedPercentage Text Use 100 to nominate remaining balance
SuperFund2_FixedAmount Text Percentage or Fixed amount may be specified.
SuperFund3_ProductCode Text
SuperFund3_FundName Text
SuperFund3_MemberNumber Text
SuperFund3_AllocatedPercentage Text Use 100 to nominate remaining balance
SuperFund3_FixedAmount Text Percentage or Fixed amount may be specified.
SuperThresholdAmount Number
MaximumQuarterlySuperContributionsBase Number
RosteringNotificationChoices Text Valid values: Email, SMS, None

Minimum Required Fields

  • TaxFileNumber
  • FirstName
  • Surname
  • DateOfBirth
  • ResidentialStreetAddress
  • ResidentialSuburb
  • ResidentialState
  • ResidentialPostCode
  • PostalStreetAddress
  • PostalSuburb
  • PostalState
  • PostalPostCode
  • StartDate
  • EmploymentType
  • PaySchedule
  • PrimaryPayCategory
  • PrimaryLocation
  • PaySlipNotificationType
  • Rate
  • RateUnit
  • HoursPerWeek
  • BankAccount1_BSB
  • BankAccount1_AccountNumber
  • BankAccount1_AccountName
  • BankAccount1_AllocatedPercentage
  • SuperFund1_FundName
  • SuperFund1_MemberNumber
  • SuperFund1_AllocatedPercentage

Once an employee is set up in the system, import files may contain a smaller subset of fields but the following must always be included in order to be able to identify the employee to update:

EITHER:

  • Tax File Number

OR:

  • First Name
  • Surname
  • Date of Birth