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Invite employees to QuickBooks Workforce to see pay stubs, T4s, and more with QuickBooks Online Payroll

by Intuit Updated 1 month ago

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.

You can invite your new employees to add some personal info through QuickBooks Workforce, saving you some time on chasing paperwork and data entry.

QuickBooks Workforce is a quick way for your employees to have access to their pay stubs and T4s or RL-1s1 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.

This is only available in QuickBooks Online Payroll.

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. This will automatically invite your employee to see their pay stubs and T4s as well as Relevé-1s.
  4. If you want your new employee to add their personal info, turn on the Employee self-setup switch.
  5. Select Continue.

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, select Payroll, then Employees. Your employee list shows the status.

Track time for your employees

With QuickBooks Online Payroll, you can enter your employee hours in timesheets and sync with payroll. QuickBooks Time integration to QuickBooks Online timesheet is available in Premium and Elite Payroll subscriptions.

Here's how to invite employees to use basic time tracking instead.

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