Learn how you can invite your employees to see their pay stubs and W-2s and let them add their personal info for your records.
When you invite your employees to use QuickBooks Workforce, each time you run payroll they'll get an email so they can view their pay stubs in QuickBooks Workforce. They can also get their W-2s.
In addition, setting up new employees is easier with Workforce. You can invite your employees to add or update their personal info. This is only available in QuickBooks Online Payroll (all versions) or QuickBooks Desktop Payroll Basic and Enhanced.
Invite your employees to QuickBooks Workforce
Select your product to get started
|Note: Not sure which payroll service you have? Here's how to find which payroll service you have.|
Resend or cancel an invitation
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
Get answers to common questions
I sent the invite to my employee but they didn’t see it. What should I do?
If your employee can’t find their invite, you can have them do three things:
- Check their spam or junk folder.
- Make sure their email address is correct.
If you use QuickBooks Online and your employee has access, make sure your employee uses a different email for Workforce than the one they use to sign into QuickBooks Online.
- 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 12 months after canceling your payroll. After that, access is no longer 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 switched from one QuickBooks or Intuit Payroll service to another, can my employees still see their pay stubs in QuickBooks Workforce?
Your employees can view their pay stubs in the original payroll service until you cancel it. They will not be able to view pay stubs from the original account in the new account.
- If you use QuickBooks Online Payroll , your employees will have access for 12 months after canceling your payroll. After that, access is no longer 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.
You will need to invite your employees from your new payroll service.
My employee can log in to Workforce, but they can’t see their W-2. What could be causing this?
Depending on the payroll service you use,W-2s are not immediately available on January 1.W-2s are automatically sent to QuickBooks Workforce once Intuit files them. They will typically be available after January 15.
If you use QuickBooks Desktop Payroll Basic, Standard, or Enhanced, you need to upload the W-2s at the time you submit them by checking the box Provide employees with secure online access to their W-2 forms on Intuit’s free QuickBooks Workforce site and in Intuit TurboTax.
If you use QuickBooks Online Payroll and you disabled Allow employees to import W-2 data into TurboTax your employees would not see their W-2 in Workforce.
- Select Settings ⚙, then Payroll Settings.
- In the section titled Shared Data, select Edit ✎.
- Check the box Allow employees to import W-2 data into TurboTax.
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.