We are going discuss the step by step procedure about how the employee record are deleted or hide employee name from Employee List.

Expected Result

Employee will either be deleted or hidden from Employee List.

Common Assumptions

If the employee is removed from Employee List, that employee doesn’t carry the balance or they are not used in any of the transaction, at least once.

Transactions include the below mentioned points:

  1. Regular check
  2. Timesheet data
  3. Paychecks
Important to Remember: An employee setup having wages or pages associated with it won't be deleted if QuickBooks Desktop Payroll Assisted Service is what you have.


In case you have created employee setup in duplicate setup or an error, then you should get in touch with the QuickBooks tech support helpdesk for assistance in order to get the issue resolved.

Deleting Employee Name for QuickBooks

To hide or delete the employee from the Employee List in quickbooks, You need to follow mentioned below steps:

Total Time: 10 minutes

  1. Step One

    Firstly ensure that employee record is located

  2. Step Two

    Go to QuickBooks Desktop and click on Employees and then on Employee Centre

  3. Step Three

    Then go to employee name and right click on it

  4. Step Four

    Click on Delete Employee>> Click on OK

    Important to Remember: In case you are aware of the transactions that are associated with the particular employee, then you can easily delete it remove that employee. Make sure you do this only if the removing of transactions is not going to affect the books.

  5. Step Five

    Hiding or making the employee name inactive:

    Make sure that employee record is located first

  6. Step Six

    Go to QuickBooks Desktop and then select Employees and then Employee Center

  7. Step Seven

    Then choose the name of the employee

  8. Step Eight

    Go to the window of Edit Employer and choose the check box that says Employee is inactive

  9. Step Nine

    Click on OK and the name of the employee will not appear any more in Employee List

If an employee is made inactive or hide by you then you have to right click on Employee List and then choose Show Inactive Employees, to see or check them.

Deleting, deactivating or terminating an employee from Intuit Online Payroll and QuickBooks Online Payroll

Employee that was not completely paid can be deleted, such as a person was inadvertently set up or have not at all worked actually. Employees having pay history or paychecks cannot be deleted. You can always change their status to something else not an Active if you go by the instructions.

Important to Remember: Make sure that employee's pay history or paychecks are not deleted by you while trying to delete the employee completely from your account. This is restricted because pay records are the vital and integral part of any of the account's data and you won't be able to restore the information that was deleted.

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Further Reading