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Level 1

QBD-QBO inactivate imported employee - not using QB payroll



Here's a conundrum... we've never used QB payroll but in QBD we set up and used 'employees' as part of our job costing.  After importing to QBO the old 'employee' accounts are still active.  I need to make them inactive but I can't find any way of doing so.  There are no employees under the 'payroll' section and the only way I can even find a list of them is to run an 'employee contact list report'. I've tried editing an employee from that list and adding a 'released date' but it doesn't inactivate the employee.


Any help at all with this would be very much appreciated!

QuickBooks Team

QBD-QBO inactivate imported employee - not using QB payroll

Hello there, @KPIOM.


In QuickBooks Online (QBO), when you make an employee inactive, they will be removed from active employee lists unless the view is set to All employees. To help us isolate this matter, I would encourage you to perform some troubleshooting steps. This display or menu error can sometimes be caused by the browser's collection of data over time from frequent page visits. 


You can start by pulling up your QuickBooks Online (QBO) account using a private browser (incognito). Here's how:


  • Press Ctrl Shift (Google Chrome)
  • Ctrl Shift (Firefox)
  • Control Option (Safari)


If you're able to do so, return to your default browser and clear its cache. This will refresh the system and remove older data that causes viewing and performance issues. However, if this matter continues, I'd recommend using other supported browsers.


When an inactive employee appears on a timesheet, it has an asterisk as an indicator that the employee is inactive. However, you can follow these steps to remove them:


  1. Select the Payroll menu and choose Employees.
  2. Set the view to Inactive employees so you can only see those inactive ones.
  3. Next, click an employee's name to open it.
  4. Then, go to the Employment details section and select Edit.
  5. Choose Not on payroll status or check the Show in employee lists only (either way this process will remove their name on the weekly timesheet dropdown).

  6. Once done, select Save.


For complete details about terminating an employee, here's a link that you can check out: Terminating an employee in QuickBooks Online Advanced Payroll.


 I've attached an article to help you manage employee status in QBO: Managing an employee status in QuickBooks Online Standard Payroll.


If you have any other concerns about managing your employees, please don't hesitate to leave a reply below. I'm just around the corner to lend a hand. Have a good one, and stay safe. 

Level 1

QBD-QBO inactivate imported employee - not using QB payroll



Thanks for the response!


I've tried your suggestions but there are no employees showing within the payroll section at all - active or otherwise.  If I try and complete a timesheet within the payroll section then no employee names are listed for selection.


Funnily enough, if I try and complete a timesheet using "+new, weekly timesheet" then I can see all the names.


Any idea what might be going on?




QuickBooks Team

QBD-QBO inactivate imported employee - not using QB payroll

Hi KPIOM, thanks for trying those steps. So that we can check this further, please begin a chat or call our support team on 0808 234 5337 (Mon - Fri, 8am - 7pm, free from UK mobile & landlines). The agents here will have the tools available to set up a screen share to view your QuickBooks with you in order to investigate this fully. 

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