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PFreijeTax
February 2, 2024
Question

Workforce

  • February 2, 2024
  • 1 reply
  • 4 views

I have a new payroll client who's prior accountant also used Intuit workforce. The employees are not seeing the W2's since my firm took over payroll.  Is there something I need to do on my end so they don't just see prior accoutants payroll info?

1 reply

Z
ZackE_QuickBooks Team
QuickBooks Team
February 2, 2024

Thanks for joining the Community, PFreijeTax.

 

To verify my understanding, does your client still have their previous accountant set up as an External Accountant user in their books? If so, they'll need to delete the user, then they can invite you as an External Accountant user.

 

In the event their prior accountant isn't set up as an active External Accountant user in their books, please follow up with me here.

 

I'll be looking forward to your reply. Have a great Friday!

P
PFreijeTaxAuthor
February 2, 2024

Thank you so much for your response ZackE.  So I hold the company file and started a new one when this client came on board on 1/1/24.  It was quite a chore changing the payroll administrator over to my firm from the prior accountant. Because I hold the company file, I'm not sure how to answer your question.  Also, to confirm, I am using QBD Pro.

J
Jelayca VQuickBooks Team
QuickBooks Team
February 2, 2024

Hi there, PFreijeTax. Allow me to share with you some information.

 

QuickBooks Workforce is a great way for your employees to access their pay stubs and W-2s at any time. Every time you run payroll, your employees will receive an email notifying them that their pay stubs are available to view and print. They can also view and print their own W-2s during tax time. 

 

If you have new payroll, you can invite your employees to Workforce. They can use their existing Intuit accounts for this purpose. 

 

To invite your existing employees, you need to add their email addresses to their profiles and set up the invites. Please follow these steps:
 

  1. Sign into QuickBooks Desktop as the QuickBooks Administrator.
  2. Select Employees, then Employee Center and Double-click your first employee you want to invite.
  3. From the Address and Contact tab, add their email address. Select Ok.
  4. Repeat steps 3-4 for all employees you want to invite.
  5. Select Employees, then Manage Payroll Cloud Services. 
  6. From QuickBooks Workforce, turn the status On. Then select Invite Employees. 
  7. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license. 
  8. Select the employees to add to Workforce, then add their email addresses.
  9. Select Send Invite. Once sent, you should see Invited in the Status column.
     

You also have the option to invite your new employees. Let your employees know that they'll have two QuickBooks Workforce accounts, likely with the same business name. One will have the past paychecks from your prior service, and one with the new paychecks and W-2s.

 

Once your employees receive the email with the invitation link, they can set up and use QuickBooks Workforce to view their pay stubs and W-2s. They will be prompted to create their own Intuit account, which will allow them to manage their user ID, personal settings, and security info. 

 

For more information, please visit this article: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Desktop Payroll

 

Furthermore, you can check out this video to see the employee experience: How to set up and use QuickBooks Workforce to see pay stubs and W2s

 

Let me know if you have additional concerns about Workforce in QBDT, I'll be around to guide you. Stay safe! 

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