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Edit or change employee info in QuickBooks Online Core Payroll

SOLVED•by QuickBooks•28•Updated January 08, 2024

Learn how to change your employees' info in QuickBooks Online Payroll Core.

Did your employee change their name, bank account, tax info, or move to a new address? You’ll want to make those or any other changes to their profile in your QuickBooks or payroll account. Here’s how.

If you just hired or are adding a new employee, see Add a new employee to your payroll instead.

Step 1: Get updated info

Double-check the changes with your employee. If necessary, get any documents from your employee showing the changes. This could be an updated tax form.

Step 2: Change your employee info

Once you have the updated info, you can make the changes in your payroll account.

Edit an employee’s info

Note: Your employees can also edit some of their personal and tax info like NI number, NI letter, or other payroll forms through QuickBooks Workforce.

Option 1: Update an employee from their Employee profile

  1. Go to Payroll and select Employees (Take me there).
  2. Select the employee's name.
    • If you don’t see your employee, change the filter on the employee list.  Above the employee list select the dropdown ▼ and choose Active Employees, Inactive Employees, or All Employees. 
  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. Edit their info, select Save, then select Done.

Option 2: Update an employee while you run a payroll

  1. On the Run payroll screen, select the employee's name.
  2. Select Start or Edit on the section you want to update.
  3. Edit their info, select Save, then select Done.

Use the table below to learn what’s in each tab.

TabInfo that can be changed
Personal infoTitle, name, email, address, date of birth, gender.
Employment detailsEmployee status, start date, payroll ID, pay schedules, manager (optional), department (optional).
Tax informationTax info like NI number, Starter declaration, Tax code, NI letter, Tax calculation method.
Payment methodDirect bank transfer, cash, or pay by paper cheques.
Pay typesHourly, salary, or commission only pay, rate per hour, or contracted hours per week, work schedule, common pay types such as overtime or double overtime pay, bonus, reimbursement, or commission, types of leaves, any additional pay types.
Workplace pension, loan & other deductionsWorkplace pension, Loan status, and Deductions or employer contributions for items like after-tax deductions or repayments.

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