When you add new employees to your organization, you’ll need to make sure they appear in CostAllocation Pro (CAP) so you can allocate payroll and track costs correctly. There are two ways to add employees, depending on your workflow.

Option 1: Add Employees in QuickBooks Online (Recommended)

In most cases, employees should be added directly in QuickBooks Online (QBO) first. CAP will then pull them in during your next sync.

Steps:

  1. Add the new employee in QuickBooks Online.

  2. In CostAllocation Pro, go to the Employee Cost page.

  3. Click Sync to refresh your employee list.

The new employee will automatically appear in CAP after syncing.

Option 2: Add Employees During a Custom Import

If you’re using a custom time or payroll import, you can add new employees during the import process.

When CAP detects an employee in your file who doesn’t already exist, you’ll have the option to create them on the spot.

Any employees added this way will be:

  • Created in CostAllocation Pro, and

  • Automatically created in QuickBooks Online as well

This makes it easy to add employees without leaving the import workflow.

Which Option Should You Use?

  • Use QuickBooks + Sync for standard employee management and consistency.

  • Use Import-based creation when adding employees as part of a file upload.