Invite employees to QuickBooks Workforce to see pay stubs, T4s, and more if you use QuickBooks Online Payroll

Learn how you can invite your employees through QuickBooks Online Payroll to see and print their own pay stubs and T4s or RL-1s online. And you can invite your new employees to add some personal info.

QuickBooks Workforce is a quick way for your employees to have access to their pay stubs and T4s or RL-1s any time they need. Each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print. They can also view and print their own T4s and RL-1s at tax time.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view

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 and select Employees (Take me there).
2. Select Add an employee.
3. Add your employee’s First name, Last name, Email, and Hire date. They’ll automatically get an email with instructions to set up their Workforce account so they can see pay stubs and T4s as well as Relevé-1s.
4. If you want your new employee to add their personal info, select Employee self onboard.
5. Enter data in any other remaining fields as needed
6. Select Add employee.

Send an invite through the permissions tab

The Permissions tab within the employee profile allows you to send invitations and choose the access you want your employees to have.

1. Go to Payroll and select Employees (Take me there).
2. Select the employee to be invited.
3. Select Permissions tab.
4. Select Send invite which allows an email address to be added.
   • If you want your new employee to add their personal info, select Employee self onboard. This option is available when adding a new employee. For more information, see Set up and invite a new employee.
   • If you want your employee to use the clock in and clock out feature, select Time tracking.
5. Select Send invite.

What happens next

Your employee will receive an email with a link to set up and use QuickBooks Workforce. Once set up, they can add their personal info (if you selected this option) and view their pay stubs, T4s, and RL-1s.

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.

You and your employee can also upload profile pictures:

• Only one picture will be saved and will override previously uploaded pictures.
• Note that we do not monitor the content of the photo.

To see the status of your employee’s setup, go to Payroll and select Employees (Take me there). Your employee list shows the status.

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