How Do I Get to My Inactive Employees in QuickBooks Online? (2023)

QuickBooks Online lets you remove employees who are no longer active with the company from your QuickBooks account. However, deleting an employee or making them "inactive" in QuickBooks does not remove them entirely from your QuickBooks database. If you would like to view a list of inactive employees or reinstate an employee, QuickBooks allows you to view all of the inactive employees in the Employee Center.

(Video) QuickBooks Online Tutorial Changing an Employee’s Payroll Status Intuit Training

(Video) How do I Delete/Inactivate/Reactivate a Customer in QuickBooks Online (QBO)?
  1. 1.

    Open the "Employees" menu in QuickBooks, and click the "Employee Center" tab.

    (Video) QuickBooks Online Tutorial Inactivating and Reactivating List Items Intuit Training

  2. 2.

    Click the drop-down arrow next to "View" at the top of the page. Choose "All Employees" to bring up a list of all of the employees, both active and inactive.

    (Video) How To Inactivate an Account in QuickBooks Online

  3. 3.

    Locate your inactive employees in the list. Those who are inactive will display with an "X" next to their name.

    (Video) QuickBooks Online Plus 2017 Tutorial Handling Terminated Employees Intuit Training

(Video) How to Make Customers Inactive in QuickBooks Online


What happens to inactive accounts in QuickBooks Online? ›

If you make an account with a balance inactive, QuickBooks creates a journal entry. This moves the remaining balance to another account. Your existing transactions don't disappear and stay on your financial reports.

How do I find inactive clients in QuickBooks Online? ›

Here's how:
  1. Go to the Sales tab.
  2. Select Customers.
  3. Above the Action button, click the Gear icon.
  4. Tick the box Include inactive to show the inactive one in your customer lists.
  5. Go back to your customer lists and find the customer whose beside their names have the word deleted.
  6. Click the Make active.

How do I reactivate an inactive employee in QuickBooks Online? ›

How do I reactivate employee on QB online?
  1. Go to the Payroll menu and select Employees.
  2. In the All Employees dropdown, select Inactive Employees.
  3. Select the employee from the list.
  4. From the Employment section, click the pencil icon to edit.
  5. In the Status dropdown, select Active to activate the employee.
Apr 7, 2022

How do I find an employee list in QuickBooks Online? ›

I need a report that shows employee names and hire dates
  1. On the left side of the screen, click Reports.
  2. Search for Employee.
  3. Then, Select Employee Contact List.
  4. Now the report should appear.
Mar 18, 2020

How do I run an employee report in QuickBooks Online? ›

Create a payroll summary report by employee
  1. Go to Reports.
  2. Scroll down to the Payroll section, then select Payroll Summary by Employee.
  3. Set a date range, then select Apply.
  4. If you want to include or hide a specific detail in this report, select Customize then Run report.

What happens to inactive accounts? ›

If the account remains inactive, it may be classified as abandoned, and your funds may be turned over to the state. This practice may also be referred to as escheatment.

What happens when an account is inactive? ›

An inactive account cannot be used to avail bank services like internet banking, request debit cards/cheque books, etc. Furthermore, you will be unable to alter your contact number, address, or email address if your account becomes dormant.

Do inactive accounts count in QBO? ›

#3: Managing the Chart of Accounts: QBO allows you to “hide” or “make inactive” accounts that are not in use. When an account is inactive, that account does not count against usage limits – and that's a good thing.

How do you find an inactive customer? ›

How do you bring an inactive customer back?
  1. Remind users about important onboarding steps they may have missed.
  2. Send re-engagement emails after a person's become inactive on the platform.
  3. One last chance—send a reminder and trigger FOMO.
  4. Collect feedback from unhappy customers and improve during offboarding.
Mar 1, 2022

What happens to inactive Customers in QuickBooks? ›

If you make a customer inactive, you won't be able to find his or her profile in places like menus and lists. The customer's profile will still be stored in your Quickbook account; it will just be hidden.

How do I activate inactive clients? ›

5 Techniques to Reawaken your Dormant Customers
  1. Segment your Customers to Identify the Dormant Ones. ...
  2. Use Scenarios for Reactivation Campaigns. ...
  3. Let Some Inactive Customers Go. ...
  4. Surprise your Inactive Customers. ...
  5. Send your Inactive Customers a Satisfaction Survey.
Aug 12, 2021

How do I pull employee information from QuickBooks? ›

Here's how:
  1. On the left panel, click Reports.
  2. Scroll down and select Employee Details.
  3. Below Employee, choose All Employees.
  4. Hit Run report.
  5. Press the drop-down arrow next to Share.
  6. Click Export To Excel.
Sep 29, 2020

How do I find employee information in QuickBooks? ›

Go to Payroll, then Employees. Select your employee. If you don't see your employee, change the filter on the employee list. Above the employee list select the dropdown ▼ and choose Active Employees, Inactive Employees, or All Employees.

Does QuickBooks Online have an employee portal? ›

The Employee Self Service (ESS) portal gives you the ability to enter timesheets, apply for leave, or view leave balances. If your employer has provided you access follow this guide on how to activate your portal account and enter the portal.

How do I change an Employees status in QuickBooks Online? ›

QuickBooks Online Payroll
  1. Go to Payroll, then Employees.
  2. Select your employee. ...
  3. From Employment details, select Start or Edit.
  4. From the Status ▼ dropdown, select Terminated or another appropriate status: Paid Leave of Absence, Unpaid Leave of Absence, Deceased. ...
  5. Select Save.

How do I run a user activity report in QuickBooks? ›

QuickBooks Online keeps track of your activities in the audit log.
Ask your primary admin if you don't see it.
  1. Go to Settings ⚙ and select Audit Log.
  2. Select Filter.
  3. Use the fields on the Filter panel to choose the appropriate User, Date, or Events filter to narrow the results.
  4. Select Apply.

How do I set up a casual employee in QuickBooks Online? ›

Click on employee tab. Click on employee name. Click on leave allowance from the menu. Under Apply the following Leave Allowances Template, select Casual leave.

Why do inactive accounts get deleted? ›

To maintain security, limit data retention, and protect the privacy of our users, WhatsApp accounts are generally deleted after 120 days of inactivity. Inactivity means the user hasn't connected to WhatsApp.

Do companies delete inactive accounts? ›

No. It has no concept of an “inactive” account. An account will only be deleted if the owner does so explicitly. EDIT: this is no longer true.

Should inactive accounts be deleted? ›

Removal of inactive accounts is essential for the security of the Active Directory. However, it is better to keep such accounts disabled for some time before deleting them. When employees leave the organization or when they take a long to leave, it is recommended to disable their user accounts.

How long until an account goes inactive? ›

Inactive Accounts

Generally, an account is considered abandoned or unclaimed when there is no customer-initiated activity or contact for a period of three to five years. The specific period is based on the escheatment laws of each state.

Can an inactive account receive money? ›

You cannot make payments, transfer money, make withdrawals, and even log into your account when it has been declared dormant.

Is there a charge for an inactive account? ›

The amount charged to consumers for inactive fees varies based on the type of account. Banks may charge a certain dollar figure for an inactive checking or savings account.

Do inactive accounts show up on reports in QuickBooks? ›

In QuickBooks Online, inactive or deleted accounts can appear on your financial reports. This happens if a report pulls data of the transactions posted to the account while it was still active.

What is considered inactive user? ›

Inactive User means a User that meets one or both of the following conditions and such condition is intended to remain permanent: (a) the User has been disabled by setting the attribute to “LoginDisabled”; or (b) no login to the User has occurred for at least one hundred and twenty (120) days.

Where are inactive classes in QuickBooks Online? ›

Here's how:
  1. Click the List tab at the top menu bar.
  2. Select Class List.
  3. Click the drop-down arrow next to Class.
  4. Select Show Inactive Classes.
  5. Click the X symbol beside the Class you want to make active again.
Feb 1, 2019

How do I make an inactive member active again? ›

Campaign Strategies To Re-engage Your Inactive Users
  1. Create an Emotional Connection. ...
  2. Create Special Offers With Discounts or Free Items. ...
  3. Remind Them Why They Engaged With Your Brand in the First Place. ...
  4. Ask Customers If They Still Want To Know About Your Brand. ...
  5. Make Them Know About New Relevant Products/Services.

How do you deal with inactive members? ›

The best way to handle an inactive team member is to motivate him and monitor him closely. Regularly interact with him find out his strength-encourage him to feather improve his strength also explore the reason for him underperformance and try to build the gap.

Can you delete inactive Customers in QuickBooks Online? ›

If a customer becomes inactive, QuickBooks allows you to remove his name from the list. Hiding the name lets you keep the customer on file, while deleting the name permanently removes the customer from QuickBooks. You can also merge similar or duplicate names to clean up the list.

Do inactive QuickBooks accounts showing on reports? ›

In QuickBooks Online, inactive or deleted accounts can appear on your financial reports. This happens if a report pulls data of the transactions posted to the account while it was still active.

Can an inactive account be closed? ›

Is this legal? Yes. Generally, banks may close accounts, for any reason and without notice. Some reasons could include inactivity or low usage.

Which accounts Cannot be made inactive in QuickBooks Online? ›

Accounts that can't be deactivated

Opening Balance Equity: This is the default account for adjustments. You can only edit the name of this account, if necessary. Retained Earnings: This account reports the net income of your company on the Balance Sheet report.

How do I find inactive users? ›

To find the accounts, run a script that queries Active Directory for inactive user accounts. In Active Directory Module for Windows PowerShell, Search-ADAccount –AccountInactive –UsersOnly command returns all inactive user accounts.

Why remove inactive users? ›

The importance of data cleansing. Cleansing your data comes with many benefits: Reduce costs: Sending marketing communications to users who are no longer with us is a costly exercise and one that will never return. Reduce costs by removing these users from your database.

How do I recover an inactive account? ›

The information provided above will help you reactivate your dormant savings account.
The process of reactivating your bank account is a hassle-free one:
  1. You must submit a written application to the bank. ...
  2. You will have to submit your KYC (Know Your Customer) documents. ...
  3. You have to do at least one financial transaction.
Mar 25, 2021

How do I restore inactive data in QuickBooks Online? ›

Restore an inactive account
  1. Go to Settings ⚙ and select Chart of accounts (Take me there).
  2. Next to the printer icon, select the Settings ⚙ icon, then check Include inactive.
  3. Find the inactive account you want to restore. It will be marked with (deleted).
  4. In the Action column, select Make active.
Dec 23, 2022

What happens when you make a service inactive in QuickBooks? ›

Make a product or service inactive

An inactive product or service will no longer show in reports and in any other place that displays it. It shows as "Name of the inactive product or service (deleted)" in transactions.

What is the difference between inactive and dormant accounts? ›

What is the difference between inactive accounts and dormant accounts? A dormant account is an account that is not used for a period of more than 2 years. An inactive account is an account that is not used for a period of more than 1 year.

Do closed accounts go away after 7 years? ›

Negative information typically falls off your credit report 7 years after the original date of delinquency, whereas closed accounts in good standing usually fall off your account after 10 years.

Can you reopen an account that was closed due to inactivity? ›

Inactivity. Your issuer may decide to close your account after seeing that it hasn't been used for a certain period of time (a few consecutive months, for example). Generally, if your account was closed due to inactivity, you may be able to reopen it.


1. QuickBooks Online Plus 2017 Tutorial Handling Terminated Employees Intuit Training
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4. Learn How to Change an Employee's Payroll Status in QuickBooks Online: A Training Tutorial
5. How to make a Supplier Inactive or Delete in QuickBooks online
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6. Mark an Employee Inactive
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