How do I invite employees to use the QuickBooks Workforce App?

I'm available to guide you through the process of sending invitations to your employees, donald-johnston1. I will provide you with the necessary steps to complete this task.

Through QuickBooks Online Payroll (QBOP), we can send invitations to employees, allowing them to access and print their own pay stubs and W-2s online. Additionally, employees have the option to choose a paperless W-2 if they prefer.

QuickBooks Workforce is a great app for your employees to have access to certain payroll information without the need to approach you. This not only saves you time and money but also contributes to an environmentally friendly approach.

• View and print pay stubs and year-to-date info
• See time off usage and balances
• Review and print W-2s
• Opt for an earth-friendly paperless W-2
• Add or change some personal info, like their name, address, bank account, and tax info
   

If your employee has access to your QuickBooks Online (QBO) account, ensure they use a different email for Workforce than the one they use to sign in to QBO.

Here's how:

1. Go to the Payroll menu, and then Employees.
2. Select Invite to Workforce.
   
3. Check the boxes next to the names of the employees you want to invite and enter their email addresses.
4. When finished, select Send Invitations.
   

Your employee will receive an email with a link to set up and use QuickBooks Workforce. Once set up, they can add their info, (if you selected this option) opt out of a mailed copy of their W-2, and then view their pay stubs and W-2s.

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.

To see the status of your employee’s setup, select Payroll, then Employees. Your employee list shows the status.

You might also want to provide this article to your employees: View your paychecks and W-2s in QuickBooks Workforce. This will guide them to see their paychecks, W-2s, and personal info in Workforce.

Let me know if you need additional assistance in sending an invite to your employee. I got your back. Have a good one!

What about Desktop????

Welcome to the QuickBooks Community, Shelli. Let me help you invite your employees to use QuickBooks Workforce in multiple steps depending on the program you're using.

If you mean to invite employees to use the Workforce through QuickBooks Desktop for Windows, you'll need to add your employees' email addresses to their profiles. Then you'll set up the invites. This process works for existing employees.

Here's how:

1. Sign in to QuickBooks Desktop as the QuickBooks Administrator.
2. Select Employees, then Employee Center.
3. Double-click the first employee you want to invite.
4. Add their email address from the Address and Contact tab. Then, select OK.
5. Repeat steps 3-4 for all employees you want to invite.
6. Select Employees and Manage Payroll Cloud Services. If you don’t see Manage Payroll Cloud Services, update QuickBooks. 
7. From QuickBooks Workforce, turn the status On. Then select Invite Employees. 
8. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license. 
9. Select the employees to add to Workforce and add their email addresses.
10. Choose Send Invite. Once sent, you should see Invited in the Status column.

Once done, you have to upload paychecks after each payroll so your employees can access them in QuickBooks Workforce. You can open this article to see the steps to achieve the process: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto.... This also provides steps on how to invite new employees so they can also use the Workforce.

However, if you're referring to inviting employees to use Workforce via QuickBooks Online, you can complete the process by following the steps outlined above. Then, you may share this article to your employees so they can view and print pay stubs in the Workforce mobile app: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce. 

Lastly, you can open the articles below if you need to run payroll report in QuickBooks Desktop or Online to view useful info about your business and employees.

• Run payroll reports
• Create a payroll summary report in QuickBooks

If you're referring to something else, please add them in the comment section. I'm always around to help you further, Shelli. Have a great day!

I have an employee who had access to QB Workforce and all of the sudden now he doesn't.  We were told to change his email address so we did.  He still doesn't have access to Workforce but it says he has signed in. He still can't access his pay stub. Please assist. 

Hi there, @robertwagoner. 

Thanks for following the thread and sharing your concerns. I hope you're having a great day so far. 

I recommend having your employee clear the cache in their browser. Web browsers collect cache to save time when loading repetitive data and images. Over time these files can become outdated and corrupted, causing issues like the one with their sign in. I'm including the links for all supported browsers that contain the steps to clear the cache below. 

• Firefox
• Google Chrome
• Safari for Mac
• Safari for iPad and iPhone
• Microsoft Edge

After clearing the cache, please make sure to restart your browser so the changes can take effect.

If clearing the cache doesn't seem to work, I recommend contacting our Support Team. This way, one of our agents can review your account in a secure environment and investigate this matter further. 

Let me know if there is anything else I can assist you with today. Take care! 

What about if your employees are already in your QB Desktop with their emails.  When I click on invite employees, only one of them is there?

What if their email addresses are already in QBD?  Only one employee is showing up to invite to Workforce.  Have you seen that happen before?

I know how to invite your existing employees for QuickBooks Workforce, nmquinn. I'm here to guide you through the process.

Since the emails are already in QuickBooks, you can set the invites by following these steps:

1. Sign into QuickBooks Desktop (QBDT) as the master administrator.
2.  Select Manage Payroll Cloud Services from the Employees menu. 
3. From QuickBooks Workforce, turn the status On. Then choose Invite Employees. 
4. Sign in with your Intuit Account. It should be the person who owns the QuickBooks Payroll license. 
5. Select the employees to add to Workforce, then add their email addresses.
6. Hit Send Invite. Once sent, you should see Invited in the Status column.

Once done, your employee will receive an email with a link to set up and use QuickBooks Workforce to add their info (if you selected this option) and view their pay stubs and W-2s.

When the employee accepts the invitation in the email, they can create their own Intuit account. This account will enable them to manage their user ID, personal settings, and security information.

You may run through the details from this link for more hints about the process: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto.... The same resource will guide you on how to invite new employees.

If only one employee has the option for the invite, I recommend running the verify and rebuild tool to address common issues within your file that may have caused the problem.

Count on me if you need further help while inviting your employees to QuickBooks Workforce. I'm just a few clicks away to help you once more.