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Manage employees in QuickBooks without payroll

by Intuit Updated 1 month ago

Learn how to add an employee in QuickBooks when you don’t have a payroll subscription.

If you don’t use QuickBooks Online Payroll or QuickBooks Desktop Payroll to pay your employees and process payroll tax payments and forms, you can still add your employees to QuickBooks.

Add an employee

  1. Go to Payroll.
  2. Select Add an employee.
  3. Add your employee’s name, email address, and hire date. 
  4. Select Add employee.
  1. Go to Employees and select Employee Centre.
  2. Select New Employee and enter the employee info.
  3. Select OK.

Edit an existing employee

  1. Go to Payroll.
  2. Select your employee.
  3. Select Start or Edit on the section you want to update.  If you aren’t sure what section to choose, see the table below.
  4. When finished, select Save.
TabInfo that can be changed
Personal infoname, address, birth date, Social Insurance number, phone number, email address, gender
Employment detailsEmployee status such as inactive, hire date, manager, department, job title, employee ID, and billing rate
Emergency contactName, relationship, phone number, email address
  1. Select Employees, then Employee Centre.
  2. Double-click the employee name you want to edit.
  3. Make changes.  If you aren’t sure what section to choose, see the table below.
  4. Select OK.
TabInfo that can be changed
PersonalName, Social Insurance number, Gender, Date of birth
Address & ContactAddress, Phone number, Email, Additional contact info
Additional InfoEmployee no, Account no, Billing rate level
Employment InfoHire date, Release date, ROE code, Occupation

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