Employees and QuickBooks Integration

When you use QuickBooks Online with Vantagepoint, you enter employee records in QuickBooks Online for employees.

Add New Employees in QuickBooks Online

Add new employees in QuickBooks Online in Workers > Employees. The new employees are added to the Employees hub in Vantagepoint Hubs > Employees when updating occurs between QuickBooks Online and Vantagepoint.

Important Information About Employee Status:

The following information applies if you use QuickBooks Online Payroll. In QuickBooks Online, you must enter a date in the Released Date field for an employee when the employee is terminated. If an employee is terminated and a release date is not entered in this field in QuickBooks Online, the employee will be added to Vantagepoint with an Active status. If you do not use Payroll in QuickBooks Online, this does not apply.

Entering Employees Directly in Vantagepoint:

You can enter new employees directly in the Vantagepoint Employees hub. However, these employees do not get added to QuickBooks Online. You typically enter new employees directly in Vantagepoint for contractors who are not on your payroll. This allows the contractor "employees" to enter timesheets and expense reports in Vantagepoint so that labor and expenses are applied for project costing and billing invoices. This also allows contractors to be paid for expense reports entered in Vantagepoint with vendor invoices in QuickBooks Online. The timesheet hours entered by contractor employees in Vantagepoint are not added to QuickBooks Online for payroll purposes. For more information about contractors and entering employee records for them in Vantagepoint, see Contractors and QuickBooks Integration.

Delete Employees

In QuickBooks Online you cannot delete an employee, but you can make the employee inactive. When you make an employee inactive, the status of the matching employee in the Vantagepoint Employees hub is changed to terminated when the updating occurs between the two products. In Vantagepoint, you cannot enter timesheets or expense reports for terminated employees.

Make Changes to Employee Records

In Vantagepoint, the employee fields that are shared with QuickBooks Online are read-only. You must make changes to the shared fields in QuickBooks Online. The changes will be updated in Vantagepoint the next time the updating occurs between QuickBooks Online and Vantagepoint. See the section further below for the list of shared fields.

Employee Fields that Are Not Shared Between Vantagepoint and QuickBooks Online

You can enter and change the information in fields in the Vantagepoint Employees hub that are not shared with QuickBooks Online.

Shared Employee Fields Between Vantagepoint and QuickBooks Online

The following table identifies the equivalent employee fields that are shared between Vantagepoint and QuickBooks Online:

QuickBooks Online Fields in Workers > Employees	Vantagepoint Fields in Hubs > Employees
Title	Salutation (part of the full name on the Overview tab)
First name, M.I., and Last name	First Name, Middle Name, and Last Name on the Overview tab
Suffix	Suffix on the Overview tab
Status	Status in the Summary pane
Home Phone	Home Phone as part of the contact information in the Summary pane
Mobile Phone	Mobile Phone as part of the contact information in the Summary pane
Email	Email as part of the contact information in the Summary pane
Home address fields	Home address fields on the Personal and Contact Details tab
Hire Date	Hire Date on the Employment Details tab
Released	Termination Date on the Employment Details tab