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Invite employees to see pay stubs and W-2s online

Learn how to set up QuickBooks Workforce and invite your employees to view and print their pay stubs and W-2s.

Each time you run payroll, employees that are set up on QuickBooks Workforce will get an email letting them know they can view their pay stubs and W-2s online.

Please note, your employees will only see their W-2s from the current tax-filing season.

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

Learn how to set up and invite employees to Workforce with:

Note: As of October 31, 2019, Intuit Online Payroll customers who were using Paycheck Records were moved to Workforce. Employees using Paycheck Records get emailed a link that transitions them to Workforce. Paycheck Records will no longer be available.

If you need to resend an invitation to an employee, please see the resend invitation section below.

For new employees

  1. Go to Employees and select the employee's name.
  2. In the Employee Site Access section, select Edit.
  3. Select Online pay stub access and enter your employee's email address.
  4. Check the box next to Access their pay stubs online, then select Send Email.
  5. Your employee will receive an email with a link to set up Workforce.

Step 1: Turn on Workforce in QuickBooks Desktop

  1. Be sure you’ve installed the latest release and the latest payroll updates.
  2. Select Employees, then Manage Payroll Cloud Services. If you don't see the “Manage Payroll Cloud Services” option, then it's likely you don't have the latest QuickBooks Desktop updates installed.
  3. In the Payroll Cloud Services window, under QuickBooks Workforce toggle the status to ON.
  4. When prompted, create or confirm a PIN used to send payroll data.
  5. Select Save Changes.
  6. Select Return To QuickBooks in the confirmation window.
  7. Next time you run payroll, upload your paycheck info to Intuit when prompted.

Step 2: Upload current and prior paycheck info

  1. After running payroll, select Send to Intuit on the “Confirmation and Next Steps” screen.
  2. On the Send/Receive Data window, select Send. When prompted, enter your payroll service PIN.
Tip: If you forget to select Send to Intuit after creating paychecks, you can go to Employees then select Send Payroll Data.

First time setting up QuickBooks Workforce?

You’ll need to upload previous paychecks in order for your employees to view their pay stubs issued in the past. Refer to QuickBooks Workforce: Uploading historical paychecks.

Step 3: Confirm your account with a code

When you sign in to QuickBooks Workforce using your Intuit Account, you may be asked to confirm your account information with a code.

  1. Select how you would like to receive your code, then select Continue and the code will be sent to you.
  2. If you no longer have access to the email listed, select Confirm my account a different way to update your email address.
  3. Do not leave the screen before entering your confirmation code. Open another window or tab if necessary.
  4. It might take a few minutes for the code to arrive in your mailbox. You may also want to check your junk or spam folder to see if the code went there.
  5. Enter your code and select Continue.
  • If you did not receive a code - select "Didn’t receive a code".

Step 4: Send the employee an invitation

Now that you're set-up, it's time to invite employees to create a user ID and password. To invite employees to Workforce, you will need to be signed in as an admin on the company file. Once you invite an employee, they will receive an email inviting them to Workforce

  1. From the Employees menu, select Manage Payroll Cloud Services.
    1. Note: If you don’t see Manage Payroll Cloud Services, you need to update QuickBooks.
  2. Under QuickBooks Workforce, toggle the status to ON, then select Invite Employees.
  3. Your employee list will appear. Select the employees you want to add to Workforce, then add their email addresses.
  4. Select Send Invite. Once sent, you should see "Invited" under the Status column.
Note: If the invite page doesn’t load, it might be a setting on your browser stopping it. In a couple of clicks, you can turn on ActiveX filtering. Then refresh the page, and you should be good to go.

  1. Intuit will automatically send W-2s to Workforce once filed in January.
  2. If your employees have any trouble logging in, have them contact our Workforce support chat team.

Only a company admin or master admin in QuickBooks Online can send invitations to employees. Once an employee accepts an invitation, they’ll be able to create their own Intuit Workforce account. This allows them to manage their own user ID, personal settings, and security info.

  1. Go to Workers or Payroll menu, and select Employees.
    • For a new employee, select Add an employee.
    • For an existing employee, select the employee’s name, then select Edit ✎ next to Pay.
  2. Add your employee's info, including their email address.
  3. Then select the Invite this employee to view their pay stubs and W-2s online checkbox.
  4. Select Done.

How to resend a Workforce invitation

An employee didn't get an email invite? Just follow the same steps above, make sure their email address is correct, then select Send Invite again.

  1. Go to Workers or Payroll menu, and select Employees.
  2. Select the employee you need to resend the invitation to
  3. In the Personal info section, Select Resend next to "Invite this employee to view their pay stubs and W-2s online."
  4. Select Done. This will send a new email invitation to the employee.

  1. Go to Employees and select the employee’s name.
  2. In the Employee Site Access section, select Edit.
  3. Select Resend Email.
  4. Your employee will receive a new email to complete Workforce setup.

Invite an employee to TSheets

With QuickBooks Online Payroll Premium and Elite, your employees can track their time with TSheets. Before an employee can start tracking time, you need to invite them to TSheets.

Printing W-2s and pay stubs

Need to print pay stubs? See Print pay stubs.

Printing or sending a W-2? See Print W-2 forms.

Need to print pay stubs? See Print pay stubs.

Printing or sending a W-2? See Print W-2 forms.

Get answers to common questions

I sent the invite to my employee but they didn’t see it. What should I do?

If an employee can’t find their invite, you can have them do three things: check their spam folders, make sure their email is correct in Workforce, and try resending the invitation again.

If I cancel my payroll service, can my employees still use QuickBooks Workforce or see their pay stubs?

If you use QuickBooks Online Payroll, your employees will have access for 18 months after canceling your payroll. After that, the paychecks will no longer be available, so be sure to advise your employees to print their documents for their own record.

If you use QuickBooks Desktop Payroll, your employees will lose access immediately.

If I remove or change an employee’s email, will this affect their access to QuickBooks Workforce?

Once your employee accepts your invite and logs in to QuickBooks Workforce, changing their email in your account won’t affect their account access. To update an employee’s email, simply have your employee update their email address in Workforce.

If your employee no longer has access to the email address and cannot access Workforce, they will need to submit an email change request.

My employee can log in to Workforce, but they can’t see their W-2. What could be causing this?

Some of our payroll products require you to take a few steps to upload your employee’s W-2 to Workforce after it’s been filed.

Get help with Workforce

Have more questions? Chat with us so we can help. We're available Monday through Friday from 6:00 AM to 6:00 PM PST.

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