Upload employee documents

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

QuickBooks Online Payroll provides secure storage for critical employee records such as contracts and hiring forms. Payroll administrators can upload and manage these files directly within a team member’s profile. This will keep a central and safe HR database.

We have released e-signature requests for employers to Elite payroll SKUs.

In this article, you'll learn how to:

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

What you’ll need

• An active QuickBooks Payroll subscription.
• Payroll Admin access.
• File Size: Each document must be 10 MB or smaller.
• Accepted Formats:
  • Images: .jpg, .jpeg, .png, .gif, .heic
  • Documents: .pdf, .doc, .docx .ppt, .pptx, .pps, .ppsx, .odt
  • Audio: .mp3, .m4a, .ogg, .wav

Upload documents

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. (Optional) If you want to upload into a specific folder, select the folder name to open it first.
5. Select the Add documents ▼ dropdown.
6. Select Upload from this device, Browse Intuit documents, or Add from mobile device.
7. Follow the on-screen instructions to select and upload your document(s).

The selected document is uploaded to the employee's profile or the chosen folder.

Request an employee signature

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Locate the PDF document you want the employee to sign.
5. Select the ellipses iconin the Actions column next to the document, then select Request signature.
6. Follow the on-screen steps as required.

Share documents with employees

You can share uploaded documents directly with your employees:

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Find the document you wish to share.
5. Select Share from the Actions column next to the document name.
6. Confirm the document name and the employee's email address are correct.
7. (Optional) Add a message to your employee in the text box.
8. Select Share.

Create folders

Organize documents by creating folders within an employee's profile:

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Select Create folder.
5. Enter a name for your new folder.
6. Select Create.

Move documents

You can move documents between folders or to the main documents area:

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Locate the document you want to move.
5. Select the ellipses iconin the Actions column next to the document, then select Move.
6. Select the folder you want to move the document to, or select the main documents area.
7. Select Move.

The document is moved to the selected location.

Download documents

Download copies of documents stored in an employee's profile:

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Find the document you want to download.
5. Select the ellipses iconin the Actions column next to the document, then select Download.
6. Follow the next steps if prompted.

The document downloads to your computer.

Delete documents

Permanently remove documents you no longer need:

1. Go to All apps , select Payroll, then select Employees (Take me there).
2. Select the employee's name.
3. Select the Documents tab.
4. Locate the document you want to delete.
5. Select the ellipses icon in the Actions column next to the document, then select Delete.
6. A confirmation message will appear. Select Delete again to permanently remove the document.

The selected document is permanently deleted.