Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more

Set up and invite a new employee

Note: If your employee has access to your QuickBooks Online account, make sure they use a different email for Workforce than the one they use to sign in to QuickBooks Online.

1. Go to Payroll, then Employees.
2. Select Add an employee.
3. Add your employee's info, including their email address. This will automatically invite your employee to see their pay stubs and W-2s. They'll get an email with instructions to set up their Workforce account.
4. If you want your new employee to add their personal info, select the Ask this employee to enter their personal, tax, and banking info with QuickBooks Workforce checkbox.
5. Select Done.

Invite existing employees

You can invite multiple employees at once, or an individual employee to view their pay stubs and W-2s.

1. Go to Payroll, then Employees.
2. Select Invite to Workforce.
3. Check the boxes next to the names of the employees you want to invite and enter their email addresses.
4. When finished, select Send invitations.

What happens next

Your employee will receive an email with a link to set up and use QuickBooks Workforce to add their personal info (if you selected this option) and view their pay stubs and W-2s.

Once an employee accepts the invitation in the email, they’ll be able to create their own Intuit account. This allows them to manage their own user ID, personal settings, and security info.

To see the status of your employee’s setup, select Payroll, then Employees. Your employee list shows the status.

With QuickBooks Online Payroll Premium and Elite your employees can track their hours with QuickBooks Time. Before an employee can start tracking time, you need to invite them to QuickBooks Time.

There may be several reasons you need to resend or cancel your employee’s invitation to QuickBooks Workforce.

• Your employee didn’t receive the original invite
• Your employee’s email address is wrong
• Your employee has a new email address

Resend an invitation to the same email address

1. Go to Payroll, then Employees.
2. Select your employee.
3. Next to QuickBooks Workforce, select Send reminder.
4. Check if the email address is correct, then select Send reminder. The employee will receive a new invitation.

Cancel access and send to a new email address

1. Go to Payroll, then Employees.
2. Select your employee.
3. Select Actions, then choose Turn off Workforce access.
4. Select Confirm.
5. In the employee's profile, select Send invite next to QuickBooks Workforce. The employee will receive a new invitation.

Step 1: Turn on QuickBooks Workforce and invite your employees

Invite existing employees 

1. Sign into QuickBooks as the QuickBooks Administrator. 
2. From the Employees menu, select Manage Payroll Cloud Services.
   If you don’t see Manage Payroll Cloud Services, update QuickBooks.
3. Under QuickBooks Workforce, make sure the status is ON, then select Invite Employees.
4. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
5. Your employee list will appear. Select the employees to add to Workforce, then add their email addresses. Note: If the invite page doesn’t load, it might be a setting on your browser stopping it. In a couple of clicks, you can turn on ActiveX filtering. Then refresh the page, and you should be good to go.
6. Select Send Invite. Once sent, you should see Invited in the Status column.

Invite a new employee

1. Select Employees, then Employee Center.
2. Select Add New and add your new employee.
3. Follow the instructions above in Invite existing employees to send your new employee the invite.  

Step 2: Upload paychecks and W-2s

You’ll need to upload paychecks after each payroll so your employees can access them in QuickBooks Workforce. 

At the end of the year you also may need to upload your W-2s.  

What happens next

Your employee will receive an email with a link to set up and use QuickBooks Workforce to add their personal info (if you selected this option) and view their pay stubs and W-2s.

Once an employee accepts the invitation in the email, they’ll be able to create their own Intuit account. This allows them to manage their own user ID, personal settings, and security info.

If you use QuickBooks Desktop Payroll Basic or Enhanced, you can invite your new employees to add their personal info.  You’ll need to add your new employee through the Payroll Setup Wizard, not the Employee Center.  See Use employee self-setup for QuickBooks Desktop Payroll.

Note: This doesn't also invite your employees to view their pay stubs and W-2s. If you want your employees to have access, follow the steps above in Invite your employees to view their pay stubs and W-2s.

Employees can't add their personal info if you use QuickBooks Desktop Payroll Assisted or Standard.

There may be several reasons you need to resend your employee’s invitation to QuickBooks Workforce.

• Your employee didn’t receive the original invite
• Your employee’s email address is wrong
• Your employee has a new email address

Resend or cancel an invitation

1. Select Employees, then select Payroll Setup. 
2. From the Employee list, under Action, select the drop down, and choose the option to resend or cancel. 
3. When finished, close the setup window.

Note: If the invite page doesn’t load, it might be a setting on your browser stopping it. In a couple of clicks, you can turn on ActiveX filtering. Then refresh the page, and you should be good to go.

1. Select Employees, then select Manage Payroll Cloud Services.
2. Under QuickBooks Workforce, turn OFF Workforce.