Employees: Adding or editing
If you have employees, you should enter them in the Employees list.
Is your worker an employee or a contractor?
Note: You can import your employees' contact information from an outside source like Gmail. On the Employee list, click the + menu and then click Import Multiple.
To add or edit an employee:
- Choose Lists > Employees.
- Add a new employee or open an existing employee.
- Complete the Address Info tab. Take special note of the following fields:
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Initials. QuickBooks fills in the employee's initials as you fill in the employee's name. Normally, you do not have to enter anything into this field.
If your employees earn commissions for items they sell, you can select an employee's initials from the Rep pop-up menu when entering a sale or estimate to give the employee credit. You can then produce reports showing all sales for each employee.
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Address. Complete the employee's address (QuickBooks has partially filled in the Address field on the basis of what you've entered so far).
Click Address Details to make sure each individual address field is filled in correctly, especially if you are using contact sync.
The address information you enter can be exported for mail merge. If you use mail merge, be sure to include in the last line of the address the two letter state abbreviation and the zip code. This ensures that the address will print correctly in mail merge documents.
- Social Security Number. QuickBooks observes federal standards for social security numbers. If the number you enter causes QuickBooks to display an error message, call your local Social Security Administration office to check the validity of the number.
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Initials. QuickBooks fills in the employee's initials as you fill in the employee's name. Normally, you do not have to enter anything into this field.
- (Optional) Click the Additional Info tab. Fill in any custom fields that apply to this employee.
- To mark an employee as inactive, select the Inactive checkbox. You can then hide inactive employees by clearing the Include inactive checkbox in the Employees list. More info
Note: If you plan to use QuickBooks Payroll for Mac, be sure the employee name is spelled exactly the same (first name, middle initial, and last name) in both places. Employee names in paycheck data imported from QuickBooks Payroll for Mac must match your QuickBooks employee list.