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Import payroll hours from a spreadsheet

by Intuit • Image Alt Text •
Image Alt Text Updated 10/23/2026 11:43

Learn how to upload a spreadsheet of hours and pay so Intuit Intelligence can fill in your payroll draft for you.

If you track time in another app, you don't have to retype it each payday. Upload the file, check what Intuit Intelligence found, and add it to your payroll in a few steps.

Note: Importing from a spreadsheet is available in the US with QuickBooks Online and QuickBooks Workforce Premium or Elite. It's rolling out gradually, so you might not see it yet.

What you'll need

  • QuickBooks Online with QuickBooks Workforce Premium or Elite.

  • Permission to run payroll. Accountants with payroll access can import too.

  • A CSV or Excel file with hours and pay for employees on one pay schedule.

  • Employees whose payroll setup is complete. Intuit Intelligence skips data for employees whose profiles aren't finished.

What can Intuit Intelligence import from my spreadsheet?

Intuit Intelligence reads your file and matches what it finds to your employees, pay types, and pay period. It can bring in:

  • Regular hours and overtime, as totals for the pay period or by day

  • Pay types with dollar amounts, such as tips and reimbursements

It can't bring in:

  • Deductions, company contributions, and garnishments

  • Classes and projects

  • New employees or changes to an employee's pay types

Important: If your file includes deductions, contributions, garnishments, classes, or projects, Intuit Intelligence skips them without a message. Enter them yourself before you submit payroll. Support for deductions, contributions, classes and projects is coming soon.

Step 1: Upload your file

  1. Go to Payroll, then Run payroll.

  2. Select Add from file.

  3. Choose your CSV or Excel file and upload it. You can upload 1 file at a time.

  4. Wait while Intuit Intelligence reads your file. You'll see its progress as it works.

You can also start from Intuit Intelligence chat anywhere in QuickBooks. Upload your file and ask something like "Add this data to my payroll."

Step 2: Review what Intuit Intelligence found

Intuit Intelligence shows a summary table with each employee and the hours and amounts it found. Check it before anything goes into your payroll.

  1. Review each row in the summary table.

  2. Answer any questions Intuit Intelligence asks. It may ask you to confirm the pay period, match a name to an employee, or match a column to a pay type.

  3. To make changes, ask in the chat, for example, "Change Pam's hours from 30 to 25" or "Map the reimbursement column to gas reimbursement." Make chat changes before you select Add to payroll.

  4. If an employee already has hours or amounts in this payroll, choose whether to replace them or add to them.

Step 3: Add the data to your payroll

  1. Select Add to payroll.

  2. QuickBooks opens your payroll, where you can review and edit the hours and pay.

  3. Enter any deductions, contributions, garnishments, classes, or projects that weren't imported.

  4. Finish and submit your payroll as usual.

Need to import another file? After you add the first file to your payroll draft, upload the next one.

Result

Your payroll draft has the hours and pay from your spreadsheet, ready for you to review and submit.

What if Intuit Intelligence can't read my file?

If Intuit Intelligence can't read your file, you'll see a message with tips. Make sure the file is CSV or Excel and holds data for one pay schedule, then upload it again.

If your file has more than one sheet, Intuit Intelligence reads all of them.

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