Set up your ​Workforce​ account

[0:00] QuickBooks Workforce allows you to view pay stubs, W-2s, and more online. Let's go over how to set up your Workforce Account, add your personal information if your employer invited you, and where to find your pay stubs and W-2s. To start, go to the email you received from your employer inviting you to Workforce and select Accept invite.

[0:22] Create an Intuit account with the email your employer used and a password. If you already have an Intuit account with that email, such as a previous QuickBooks Workforce, Mailchimp, or TurboTax account, sign in with your password. When you're finished, select Continue. Your employer may also invite you to add some personal info. If you see this screen, select Next to add the info.

[0:47] If your info was already entered for you, you'll go directly into Workforce, where you can view your pay stubs and W-2s. We'll fill it in for this example. The first sections ask for your name and contact info, your home address, your birthdate, your gender, and your social security number. You can even add a profile picture if you want.

[1:07] Select Next to verify your employment eligibility and see what documents you should bring with you on your first day. Select Next and fill in your bank account info so you can receive your paychecks by direct deposit. Then fill out your tax withholding info.

[1:25] When you're done, review and sign by typing your name, and then select whether you completed the form yourself or used a preparer or translator. Check a final checkbox confirming your information, and you're all set. If any of your personal info changes, you can update some of it in Workforce later. Note that this isn't available for all versions of QuickBooks Payroll, so you may not see it.

[1:50] Your pay stubs show how many hours you worked, the pay period, and when you were paid. If you need to download a pay stub, you can do that here. Over here, you can see how much you've been paid so far this year, along with tax withheld and any deductions. If you get paid time off, such as sick or vacation time, you can also see your available time here.

[2:13] If you've worked for more than one employer who uses QuickBooks Payrol, you can switch between them in Settings. Note, sometimes employers change payroll products and services, and as a result, some of your information may be in a different profile. If you're missing a paycheck or a W-2 you can't find, try switching employers.

[2:35] You'll automatically receive an email whenever you have a new pay stub available. If you don't want to get an automatic email whenever you have a new pay stub, select Settings, email notification, then unselect the box, and save. When you need to download your W-2 at tax time, you can access it under the Documents tab.

[2:56] You can only see your W-2 for the current tax year starting around mid-January, but you can see the previous three years at any time as long as your employer has been using QuickBooks Payroll that whole time. If you currently get a mailed W-2 from your employer, you may be able to opt out of that and get your own copy from here instead. This isn't available for everyone.

[3:20] It depends on the payroll service your employer uses with QuickBooks. If you'd like to opt out of a mailed W-2, select Go paperless, and make your choice. You can make changes here until January 3rd. Finally, select My profile if you want to review any of the info in your profile.

[3:39] You may be able to make changes to your personal info, depending on which version of QuickBooks Payroll your employer uses. You can edit your name and address, as long as you're in the same state, birth date, and tax info. If you move to another state, need to update your bank info, or you don't have access to make any changes, contact your employer. That's it.

[4:03] Now you're set to view and download your pay stubs and W-2s online with QuickBooks Workforce.