QuickBooks HelpQuickBooksHelpIntuit

Manage employees in QuickBooks without payroll

by Intuit•3• Updated 2 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 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.
  2. Select Add an employee.
  3. Add your employee’s name and email address. 
  4. Select any section to add the remaining employee info. 
  5. When finished adding info to a tab, select Save.

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.
  1. Go to Employees.
  2. Select your employee.
  3. Select Edit from the Action column. Select any section to add the remaining employee info.  
  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
QuickBooks LedgerQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in now for personalized help

See articles customized for your product and join our large community of QuickBooks users.