Upload employee documents to QuickBooks Online Payroll

Learn how to upload and manage employee documents in QuickBooks Online Payroll.

QuickBooks Online Payroll offers secure document storage for all your critical employee records. Your payroll admins can upload items such as hiring documents, employee contracts, and HR or healthcare records.

In this article, you'll learn how to:

• Upload
• Share documents
• Create folders
• Move
• Download
• Delete

Here is the list of acceptable document formats that you can upload.

Upload documents

1. Go to Payroll, then select Employees (Take me there). 
2. Select your employee. 
3. Select Documents. 
4. If you want to upload to a folder, select the folder to open it. 
5. Select Add Documents ▼ then Upload from this device or Add from mobile device. You can upload up to 10 MB per document.
6. Follow the on-screen steps to select the documents you want to upload.

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Share documents with employees

1. Go to Payroll, then select Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the document you want to share.
5. Select Share from the Actions column.
6. Confirm the document name and employee email. You can also add an optional message.
7. Select Share.

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Create folders

1. Go to Payroll, then select Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Select Create folder.
5. Enter a name, then select Create.

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Move documents

1. Go to Payroll, then select Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Locate the document you want to move.
5. Select Actions ⋮, then Move.
6. Select where you want to move the document, then Move.

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Download documents

1. Go to Payroll, then select Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Locate the document you want to download.
5. Select Actions ⋮, then Download.

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Delete documents

1. Go to Payroll, then select Employees (Take me there).
2. Select your employee. 
3. Select Documents.
4. Select the document you want to delete.
5. Select Actions ⋮, then select Delete. Select the delete option again when you get a confirmation message.

Acceptable document formats

You can upload images, documents, audio, and video files with various file extensions as listed below.

• Images: .jpg, .jpeg, .png, .gif, .heic
• Documents:  .pdf, .doc, .docx .ppt, .pptx, .pps, .ppsx, .odt
• Audio: .mp3, .m4a, .ogg, .wav
• Video:  .mp4, .m4v, .mov, .wmv

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