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Invite employees to QuickBooks Workforce in Core Payroll

by Intuit•104• Updated 2 weeks ago

QuickBooks Workforce provides your employees with secure online access to their payslips, P60s, and other payroll documents. After you run payroll, payslips are automatically published to Workforce. To give an employee access, you first need to send them an email invitation.

Learn how to invite employees, track their status, and manage their access.


How to invite an employee

Before sending an invitation, ensure the employee is set up in your payroll system.

If the employee is already in QuickBooks, proceed to Step 2.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select Add an Employee.
  3. Enter the employee's details and select Add Employee.
  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the employee you wish to invite.
  3. In the employee's profile, ensure their email address is entered and correct.
  4. Select Send invite.

The employee will receive an email with a link to create their QuickBooks Workforce account. They will manage their own login details and security settings.

Note: You must invite each employee individually. It is not possible to send invitations in bulk.


Track an employee's invitation status

You can easily check if an employee has accepted their invitation and activated their account.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the employee in the list.
  3. Check their status under the 'Pay and tax docs' column. If they have set up their account, the status will show as Active.

Resend an invitation

If an employee has not accepted their invitation or cannot find the original email, you can send a reminder.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the name of the employee who needs a reminder.
  3. Select Send reminder.
  4. Confirm the employee's email address is correct, then select Send reminder again.

What happens if I edit a pay run or delete a payslip?

QuickBooks automatically updates or removes the corresponding payslip from the employee's Workforce portal. New payslips are generated and published each time you complete a pay run.


Can employees access their documents if I cancel my payroll subscription?

Yes. Employees will have access to their documents in QuickBooks Workforce for 12 months from your payroll cancellation date. We recommend advising them to download and save all their documents for their personal records before this period ends.


What if an employee can no longer access their new payslips?

An employee must have an active Workforce account linked to your QuickBooks file to see new documents. If an employee is having access issues, try deleting their email address from their employee profile in QuickBooks. Save the change, then re-enter their email address and send a new invitation to Workforce.


Need more help?

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QuickBooks Online Payroll Standard