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.

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

In this article, you'll learn how to:

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

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

Upload documents

1. Go to Payroll and 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. In the Add documents ▼ dropdown, select 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 and 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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Request an employee signature

This feature is only available to customers with QuickBooks Online Payroll Elite and Premium.

1. Go to Payroll and select Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the PDF document you want the employee to sign.
5. Select Request signature from the Actions column.

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Create folders

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

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Download documents

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

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Delete documents

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

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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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