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Anonymise customer, supplier, or employee data in QuickBooks

SOLVEDby QuickBooks20Updated September 21, 2023

Under GDPR, individuals have the right to be forgotten. If your customer, supplier, or employee wants to be deleted from your QuickBooks, there are a couple of things to consider:

  • You may have legal or business reasons to retain some or all of your records. You should consider consulting an expert to determine what records should be retained or what should be deleted.
  • If you still think that deletion is the right decision for your business, we have instructions on how to manually overwrite data in your QuickBooks account.

Note: The QuickBooks Audit Log may retain trace amounts of personal information stored in log files and logging data. The audit log is not editable in case it’s needed for audit purposes.

For QuickBooks Online

Customers

  1. Go to Sales and select Customers (Take me there).
  2. Select the desired customer.
  3. To change the customer's info, select Edit at the top.
  4. Replace their name with a unique name (e.g. DeletedCustomer1, DeletedCustomer2, etc.). We do not recommend merging anonymous customers together. Replace their personal information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  5. Select Save.

Suppliers

  1. Go to Expenses and select Suppliers (Take me there).
  2. Select the desired supplier.
  3. To change their info, select Edit at the top.
  4. Replace their name with a unique name (e.g. DeletedSupplier1, DeletedSupplier2, etc.). We do not recommend merging anonymous suppliers together. Replace their information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  5. Select Save.

Employees

  1. Go to Payroll and select Employees (Take me there).
  2. Select the desired employee.
  3. If the employee has never been paid, scroll to the bottom of the page, then choose Delete this employee.
  4. Otherwise:
    1. Go to Personal details and erase the data from there.
    2. In Tax Information, remove the NI number.
    3. Edit the rest of the info.

For QuickBooks Online Accountant

Customers

  1. Go to Sales and select the Customers tab.
  2. Select the desired customer.
  3. To change the customer's info, select Edit at the top.
  4. Replace their name with a unique name (e.g. DeletedCustomer1, DeletedCustomer2, etc.). We do not recommend merging anonymous customers together. Replace their personal information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  5. Select Save.

Suppliers

  1. Go to Expenses and select the Suppliers tab.
  2. Select the desired supplier.
  3. To change their info, select Edit at the top.
  4. Replace their name with a unique name (e.g. DeletedSupplier1, DeletedSupplier2, etc.). We do not recommend merging anonymous suppliers together. Replace their information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  5. Select Save.

Employees

  1. Go to the Employees or Payroll menu, then choose the desired employee.
  2. If the employee has never been paid, scroll to the bottom of the page, then choose Delete this employee.
  3. Otherwise:
    1. Go to Personal details and erase the data from there.
    2. In Tax Information, remove the NI number.
    3. Edit the rest of the info.

Limitations:

  • Payslips and Leaver and Year-End Forms will remain for this employee and cannot be removed or anonymised.
  • Some historical data will not be available to anonymise, for instance historical absences, pay history for prior years, older tax information.
  • RTI Submissions and Pension reports will continue to include data for these employees.

As an employer, you may have an obligation to keep these records and the limitations may not be a problem. Learn more about UK records management.

For QuickBooks Self-Employed

If your invoices are not paid

  1. Go to Invoices.
  2. Find the invoice for the desired client.
  3. Select the dropdown in the Action column, then choose Edit.
  4. Replace their name with a unique name (e.g. DeletedClient1, DeletedClient2, etc.). Replace their personal information (e.g. Email Address, Address Details etc.) with anything you want.
  5. Select Save as draft.

If your invoices are paid

  1. Go to Invoices.
  2. Look for the invoice for the desired client.
  3. Select the dropdown in the Action column, then choose Mark as unpaid. This will change the status of the invoice to Unpaid.
  4. Select the dropdown in the Action column, then choose Edit.
  5. Replace their name with a unique name (e.g. DeletedClient1, DeletedClient2, etc.). Replace their personal information (e.g. Email Address, Address Details etc.) with anything you want.
  6. Select Save as draft.
  7. To mark the invoice as paid again, select Send invoice in the Action column, then Mark as paid.

For QuickBooks Desktop

Customers

  1. Go to the Customer Centre and select the desired customer.
  2. Select the pencil icon to edit their information.
  3. Replace their name with a unique name (e.g. DeletedCustomer1, DeletedCustomer2, etc.). We do not recommend merging anonymous customers together. Replace their personal information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  4. Select OK to save changes.

Suppliers

  1. Go to the Supplier Centre and select the desired supplier.
  2. Select the pencil icon to edit their information.
  3. Replace their name with a unique name (e.g. DeletedSupplier1, DeletedSupplier2, etc.). We do not recommend merging anonymous suppliers together. Replace their information (e.g. Main Phone, Mobile, Address Details etc.) with anything you want.
  4. Select OK to save changes.

Employees

  1. Go to the Employee Centre and select the desired employee.
  2. If the employee (including Sales Representatives) was never paid, right-click on their name and select Delete Employee to delete them.
  3. Otherwise:
    1. Select the desired employee, then select the pencil icon to edit their information.
    2. Replace their name with a unique name (e.g. DeletedEmployee1, DeletedEmployee2, etc.). We do not recommend merging anonymous employees together. Replace their information (e.g. Passport NO., Home Address, Work Phone, Mobile, Main Email, etc.) with anything you want.
    3. Replace the NI NO. with any number in the valid format (e.g. AB123456C).
    4. Replace NI code in Payroll information of the employee, under "Tax & NI" with “Unassigned” and delete the “effective from” date for NI code.
    5. Tax code, once entered, cannot be left blank for the employee.
    6. Select OK to save the "Tax & NI" changes.
    7. Select OK to save changes to the employee information.
  • Payslips and Leaver and Year-End Forms will remain for this employee and cannot be removed or anonymised.
  • Some historical data will not be available to anonymise, for instance historical absences, pay history for prior years, older tax information.
  • RTI Submissions and Pension reports will continue to include data for these employees.

As an employer, you may have an obligation to keep these records and the limitations may not be a problem. Learn more about UK records management.

Please note that original details might still be available in Audit Trail if there are any old transactions for the customer/supplier/employee.

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