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

SOLVEDby QuickBooks251Updated 1 month ago

QuickBooks Workforce is a free and quick way for your employees to have access to their payslips and P60 documents any time they need. Each time you run payroll, they'll get an email letting them know their payslips and other documents are available to view, print and download.

In addition, you can also invite any new employees to add some personal info, saving you time on chasing paperwork and manual data entry.

For your employees to access their payslips online you need to invite them via email first. Here's how you can invite new or existing employees to use QuickBooks Workforce.

Add and invite a new employee to QuickBooks Workforce

  1. Go to Payroll, and then Employees.
  2. Select Add an Employee.
  3. Add your employee's first and last name.
  4. Tick the 'Invite employee to enter their personal details and view their payslips online with QuickBooks Workforce.' box.
  5. Enter the employee's email address. This will automatically invite your employee to see their payslips. They'll get an email with instructions to set up their Workforce account.
  6. Select Invite my employee.

Invite an existing employee to QuickBooks Workforce

  1. Go to Payroll, then select Employees.
  2. Select the employee you wish to invite.
  3. Select Actions.
  4. Select Invite to Workforce.
  5. Enter their email address if you haven't already.
  6. Tick 'Invite to view their payslips online with QuickBooks Workforce'.
  7. Select Save and invite.

Invite multiple employees to QuickBooks Workforce

  1. Go to Payroll, and then Employees.
  2. Select Invite to Workforce.
  3. Select the employees you want to send an invitation to and enter their email address.
  4. Select Save and send invite.

Resend an invitation to QuickBooks Workforce

There may be several reasons you need to resend or cancel your employee's invitation to QuickBooks Workforce.

  • Your employee didn't receive the original invite
  • Your employee's email address is wrong
  • Your employee has a new email address
  1. Go to Payroll, then select Employees.
  2. Select 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 you need to.
  4. Select Save and invite.

What happens next

Your employee will get an email invitation with a link to set up and use QuickBooks Workforce. Once your employee accepts the invitation, they'll be able to create their own Intuit account. They can manage their own user ID, personal info and security settings too.

You can see the status of each of your employee's setup from the Employees list. Go to Payroll, then select the Employees tab.

Payslips are automatically published to QuickBooks Workforce after you finalise a pay run.

Frequently asked questions

If you roll back or delete a previous pay run, QuickBooks will automatically remove the corresponding employee payslips. QuickBooks will create payslips automatically each time you run payroll.

Yes. If you use QuickBooks Online Payroll, your employees will have access for 12 months starting from the date you cancel payroll. Afterwards they'll no longer have access so be sure to advise your employees to print their documents for their own records. Please refer to the Workforce portal terms of service.

An employee will still be able to see their historical payslips but not any new ones going forward. For them to have access and see any new payslips created, you'll need to invite them to QuickBooks Workforce again.

If an employee has trouble accessing Workforce, try deleting the employee's email address in their profile before inviting them to use Workforce again.

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