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Invite employees to QuickBooks Workforce to see payslips, P60s and more

by Intuit•37• Updated 2 months ago

QuickBooks Workforce lets employees to conveniently access their payslips whenever needed, as they are automatically published after you run payroll.

Then, your employees will get an email notification letting them know that their payslips and documents are ready for them to view, print and download. But before they can do this, you'll need to invite them via email first.

In this article, you'll learn how to:

  • Invite an employee to QuickBooks Workforce
  • Track an employee's setup progress
  • Remind or resend the invite

Follow the learning experience based on the product you are using.

Invite an employee

For existing employees, go directly to step two.


Step one: Add an employee

  1. Go to Payroll, and select Employees.
  2. Select Add an Employee.
  3. Enter the employee's first name, last name, and Hire date.
  4. Select Add Employee

Step two: Invite your employee

  1. Go to Payroll, and select Employees.
  2. Select the employee you want to invite.
  3. Select Send invite
  4. If you haven't already, enter their email address.
  5. Select Send invite

Note: It's not possible to invite employees to Workforce in batch. You'll need to invite each employee individually.


Track an employee's setup progress

Once your employee accepts the invitation, they will receive an email with a link to set up and use QuickBooks Workforce. By accepting the invitation, they'll be able to create their own account and have control over their user ID, personal information and security settings.

To check the status of your employee:

  1. Go to Payroll, and select Employees.
  2. Select the employee.
  3. If employee has accepted, Pay and tax docs will show as Active.

Send a reminder

If your employee has not accepted, you can send a reminder to join QuickBooks Workforce.

  1. Go to Payroll and select Employees.
  2. Choose the employee you need to send the reminder to.
  3. Select Send reminder.
  4. Check the employee's email address is correct.
  5. Select Send reminder

Invite an employee

For new employees

  1. Go to Payroll, and select Employees.
  2. Select Add an Employee.
  3. Enter the employee's first and last name.
  4. Check the box that says 'Invite employee to enter their personal details and view their payslips online with QuickBooks Workforce.'
  5. Enter the employee's email address. This will automatically send and invitation for them to access their payslips. They'll get an email with instructions to set up their Workforce account.
  6. Select Invite my employee.

For existing employees

  1. Go to Payroll, and select Employees.
  2. Select the employee you want to invite.
  3. Select Actions.
  4. Select Invite to Workforce.
  5. If you haven't already, enter their email address.
  6. Check the box that says 'Invite to view their payslips online with QuickBooks Workforce'.
  7. Select Save and invite.

Track an employee's setup progress

Once your employee accepts the invitation, they will receive an email with a link to set up and use QuickBooks Workforce. By accepting the invitation, they'll be able to create their own account and have control over their user ID, personal information and security settings.

You can quickly track the employee's setup progress from the Employee list:

  1. Go to Payroll.
  2. Select Employees.

Invite multiple employees

  1. Go to Payroll, and select Employees.
  2. Select Invite to Workforce.
  3. Select the employees you want to invite by checking the corresponding boxes.
  4. Enter their email addresses.
  5. Select Save and send invite.

Resend or cancel an invite

There may be several reasons for needing to resend or cancel an invitation to QuickBooks Workforce for your employees, such as:

  • Your employee didn't receive the original invite.
  • Your employee's email address is wrong or has new email address.
  1. Go to Payroll and select Employees.
  2. Choose the employee you need to resend the invitation to.
  3. Select 'I want to reinvite (employee name)'. You can edit the employee's email address here if necessary.
  4. Select Save and invite.

Frequently asked questions

What happens if I make changes to a pay run or delete a payslip?

QuickBooks will automatically remove the associated employee payslips. QuickBooks generates payslips automatically with each payroll run.

Can employees still access their payslips and other documents if I cancel payroll?

Yes, with QuickBooks Online Payroll, your employees will have access to their documents for 12 months starting from the date you cancel payroll. After this period, they'll no longer have access.

Be sure to advise your employees to print and save their documents for their personal records. Refer to the Workforce portal terms of service.

If an employee removes their email address from QuickBooks Workforce, will they still be able to access to their payslips and other documents?

An employee can see their past payslips, but they won't be able to see any new ones unless they're invited to QuickBooks Workforce again. If an employee is having trouble accessing Workforce, try deleting the employee's email address from their profile and then sending them a new invitation to use Workforce.

QuickBooks Online Payroll Standard

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