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Manage employees in QuickBooks without payroll

by Intuit•25• Updated 3 weeks ago

Learn how to add an employee in QuickBooks when you don’t have a payroll subscription.

If you don’t use QuickBooks Online Payroll 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

  1. Go to Payroll, then Employees.
  2. Select Add an employee.
  3. Add your employee’s name and email address. 
  4. Select Add employee.
  5. Select any section to add the remaining employee info. 
  6. When finished adding info to a tab, select Save.
  1. Go to Employees and select Employee Center.
  2. Select New Employee and enter the employee info.
  3. Select OK.

Edit an existing employee

  1. Go to Payroll, then Employees.
  2. Select your employee.
  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. When finished, select Save.
TabInfo that can be changed
Personal infoname, address, birth date, Social Security number, phone number, email address, gender
Employment detailsEmployee status such as terminated, hire date, manager, department, job title, employee id, cost and billing rate
Emergency contactName, relationship, phone number, email address
  1. Select Employees, then Employee Center.
  2. Double-click the employee name you want to edit.
  3. Make changes.  If you aren’t sure what section to choose, see the table below.
  4. Select OK.
TabInfo that can be changed
Personalname, Social Security number, gender, birth date, marital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Address & Contactaddress, phone number, email, additional contact info, emergency contact info
Additional Infoemployee id
Payroll Infopayroll 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 Infohire date, employment type, employee status
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