Import Employees from Excel

If you have multiple employees to set up, you can save time by importing them in bulk using an Excel spreadsheet rather than adding each one individually.

Step 1: Download the Template

1. Go to Payroll > Employees.
2. Click the Import button in the top-right corner.
3. Click Download Template to save the Excel template to your computer.

The template includes columns for all required and optional employee fields, with example data in the first row to guide you.

Step 2: Fill In Employee Data

Open the downloaded template and enter your employee data. The key columns include:

Column	Required	Notes
First Name	Yes
Last Name	Yes
Email	Yes	Used for payslip delivery
Date of Birth	No	Format: DD/MM/YYYY
Start Date	Yes	Format: DD/MM/YYYY
Employment Type	Yes	Full-time, Part-time, or Casual
Pay Rate	Yes	Hourly rate or annual salary
TFN	No	9-digit Tax File Number
Tax-Free Threshold	No	Yes or No
Super Fund Name	No	Must match a registered fund
Super Member Number	No

Tips for filling in the template

• Do not modify the column headers — the import will fail if headers are changed.
• Use the date format DD/MM/YYYY (Australian format).
• Leave optional fields blank if you do not have the information yet — you can update employee profiles later.
• Remove the example row before uploading.

Step 3: Upload the File

1. Return to the Import screen in MyAccountant.
2. Click Upload and select your completed spreadsheet.
3. The system will validate the data and flag any errors.

Step 4: Review and Fix Errors

If there are errors, the import screen will highlight the affected rows and describe the issue. Common errors include:

• Missing required fields — first name, last name, email, start date, employment type or pay rate left blank
• Invalid date format — dates must be in DD/MM/YYYY format
• Duplicate email — an employee with that email already exists
• Invalid TFN — the TFN does not pass the ATO validation check

Fix the errors in your spreadsheet and re-upload, or correct them directly in the review screen if that option is available.

Step 5: Confirm the Import

Once all rows pass validation:

1. Review the summary showing the number of employees to be imported.
2. Click Confirm Import.
3. The employees will be added to your employee list.

After Importing

After the import is complete, review each employee's profile to:

• Verify superannuation fund details and USI
• Set up leave balances and accrual rates
• Configure any pay items specific to that employee

Important Notes

• The import does not overwrite existing employees. If an email address already exists in the system, that row will be skipped.
• You can import up to 500 employees at a time.
• If you run into issues, contact support with your spreadsheet attached and we will help you resolve them.