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Manage employees without payroll
Learn how to add an employee in QuickBooks when you don’t have a payroll subscription.
If you don’t use Intuit QuickBooks Workforce 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
QuickBooks Online
Go to All apps
, then Payroll, then Employees (Take me there).Select Add an employee.
Add your employee’s name and email address.
Select Add employee.
Select any section to add the remaining employee info.
When finished adding info to a tab, select Save.
QuickBooks Desktop
Go to Employees and select Employee Center.
Select New Employee and enter the employee info.
Select OK.
Edit an existing employee
QuickBooks Online
Go to All apps
, then Payroll, then Employees (Take me there).Select your employee.
Select Start or Edit on the section you want to update. If you aren’t sure what section to choose, see the table below.
When finished, select Save.
| Tab | Info that can be changed |
| Personal info | name, address, birth date, Social Security number, phone number, email address, gender |
| Employment details | Employee status such as terminated, hire date, manager, department, job title, employee id, cost and billing rate |
| Emergency contact | Name, relationship, phone number, email address |
QuickBooks Desktop
Select Employees, then Employee Center.
Double-click the employee name you want to edit.
Make changes. If you aren’t sure what section to choose, see the table below.
Select OK.
| Tab | Info that can be changed |
| Personal | name, Social Security number, gender, birth date, marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info |
| Address & Contact | address, phone number, email, additional contact info, emergency contact info |
| Additional Info | employee id |
| Payroll Info | payroll schedule hourly or salary pay, other pay types such as bonus or overtime deductions or company contributions for items like health insurance or retirement plans, garnishments W-4 info like federal and state withholding, local taxes and exemptions time off pay such as sick or vacation pay |
| Employment Info | hire date, employment type, employee status |
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