Manage employee documents in QuickBooks Payroll 

You can safely upload and manage important employee documents like contracts, hiring paperwork, or healthcare records directly within QuickBooks Online Payroll. Payroll admins have the ability to upload, organise, and share these files.

Note: For security reasons, you might be asked to authenticate your identity when viewing uploaded documents.

Upload documents

Here's how to add documents to an employee's profile:

1. Follow this link to complete the steps in product
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 or Add from mobile device. (You can upload upto 10 MB per document).
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.

Share documents with employees

You can share uploaded documents directly with your employees:

1. Follow this link to complete the steps in product
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.

The employee receives an email notification with access to the shared document.

Create folders

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

1. Follow this link to complete the steps in product
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.

A new folder is created in the employee's Documents tab.

Move documents

1. Follow this link to complete the steps in product
2. Select the employee's name.
3. Select the Documents tab.
4. Locate the document you want to move.
5. Select the Actions ⋮ icon 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.

Result: The document is moved to the selected location.

Download documents

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

1. Follow this link to complete the steps in product
2. Select the employee's name.
3. Select the Documents tab.
4. Find the document you want to download.
5. Select the Actions ⋮ icon next to the document, then select Download.
6. When prompted, enter the 6-digit code received, and select Continue.

The document is downloaded to your device.

Delete documents

Permanently remove documents you no longer need:

1. Follow this link to complete the steps in product
2. Select the employee's name.
3. Select the Documents tab.
4. Select the document you want to delete.
5. Select the Actions ⋮ icon 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.

Acceptable document formats

You can upload various types of files. Here's a list of accepted formats:

• Images: .jpg, .jpeg, .png, .gif, .heic
• Documents: .pdf, .doc, .docx .ppt, .pptx, .pps, .ppsx, .odt
• Audio: .mp3, .m4a, .ogg, .wav