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Intuit

Invite your employees to QuickBooks Workforce to see pay stubs, T4s or Relevé-1s and more

Learn how you can invite your employees to see their pay stubs and T4s/Relevé-1s and let them add their personal info for your records.

When you invite your employees to use QuickBooks Workforce, each time you run payroll they'll get an email so they can view their pay stubs in QuickBooks Workforce.  They can also get their T4/Relevé-1.

In addition, setting up new employees is easier with Workforce.  You can invite your employees to add their personal info. This is only available in QuickBooks Payroll or QuickBooks Desktop Payroll Basic and Enhanced.

Invite your employees to QuickBooks Workforce

Select your product to get started

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

Set up a new employee

  1. Select 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 T4s/Relevé-1.
  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.
    Note: The employee self-setup option is only available to new employees added after the initial payroll setup process is fully completed and you've run your first payroll.
  5. Select Done.

Invite existing employees

You can invite multiple employees at once, or an individual employee to view their pay stubs and T4s/Relevé-1.

  1. Select 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 invite.

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 T4s/Relevé-1.

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.

Resend or cancel an invitation

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 same email address

  1. Select the Payroll menu, then Employees.
  2. Select the employee you need to resend the invitation to.
  3. In the Personal info section, Select Resend next to We’ve invited [employee] to view their pay stubs and T4/Relevé-1online with QuickBooks Workforce.
  4. Select Done. The employee will receive a new invitation.

Cancel access and send to new email address

  1. Select the Payroll menu, then Employees.
  2. Select the employee you need to resend the invitation to.
  3. In the Personal info section, Select Revoke Access next to We’ve invited [employee] to view their pay stubs and T4/Relevé-1online with QuickBooks Workforce.
  4. Select Revoke Access.
  5. To resend to a new email address, edit the employee’s email address, then select Resend Invite.
  6. Select Done. The employee will receive a new invitation.

Get answers to common questions

If your employee can’t find their invite, you can have them do three things:

  1. Check their spam or junk folder.
  2. Make sure their email address is correct.
    If you use QuickBooks Online and your employee has access, make sure your employee uses a different email for Workforce than the one they use to sign into QuickBooks Online.
  3. Try resending the invitation again.

If you use QuickBooks Payroll, your employees will have access for 12 months after cancelling your payroll. After that, access is no longer available, so be sure to advise your employees to print their documents for their own record.

If you use QuickBooks Desktop Payroll, your employees will lose access immediately.

Your employees can view their pay stubs in the original payroll service until you cancel it. They will not be able to view pay stubs from the original account in the new account.

  • If you use QuickBooks Payroll, your employees will have access for 12 months after cancelling your payroll. After that, access is no longer available, so be sure to advise your employees to print their documents for their own record.
  • If you use QuickBooks Desktop Payroll, your employees will lose access immediately.

You will need to invite your employees from your new payroll service.

Depending on the payroll service you use,T4s/Relevé-1 are not immediately available on January 1.T4s/Relevé-1 are automatically sent to QuickBooks Workforce once Intuit files them. They will typically be available after January 15.

If you use QuickBooks Desktop Payroll Basic, Standard, or Enhanced, you need to upload the T4s/Relevé-1s at the time you submit them by checking the box Provide employees with secure online access to their T4s/Relevé-1 forms on Intuit’s free QuickBooks Workforce site and in Intuit TurboTax.

If you use QuickBooks Payroll and you disabled Allow employees to import T4s/Relevé-1 data into TurboTax your employees would not see their T4s/Relevé-1 in Workforce.

  1. Select Settings ⚙, then Payroll Settings.
  2. In the section titled Shared Data, select Edit ✎.
  3. Check the box Allow employees to import T4s/Relevé-1 data into TurboTax.

Get help with Workforce

Have more questions? Chat with us so we can help. We're available Monday through Friday from 6:00 AM to 6:00 PM PST.

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