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Intuit

Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more

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.

Set up a new employee

  1. Select Payroll, then Employees.
  2. Select Add an employee.
  3. Add your employee's info, including their email address. This will automatically invite your employee to see their pay stubs and W-2s.
  4. If you want your new employee to add their personal info, select the Ask this employee to enter their personal, tax, and banking info with QuickBooks Workforce checkbox.
  5. Select Done.

Invite existing employees

You can invite multiple employees at once, or an individual employee to view their pay stubs and W-2s.

  1. Select Payroll, 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.

What happens next

Your employee will receive an email with a link to set up and use QuickBooks Workforce to add their personal info (if you selected this option) and 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.

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.

Invite your employee to add their personal info

You can invite your employees to add their personal info during the initial set up of your QuickBooks Desktop Payroll Basic or Enhanced service. See Use employee self-setup for QuickBooks Desktop Payroll.

Employees cannot add person info if you use QuickBooks Desktop Payroll Assisted or Standard.

Invite your employee to view their pay stubs and W-2s

Step 1: Turn on Workforce in QuickBooks Desktop

You need to sign in to QuickBooks as the Administrator.

  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 this, update QuickBooks.
  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 paychecks and W-2s

Upload current paychecks

  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.

Upload prior paychecks

You can upload past paychecks created in QuickBooks Desktop for your employees to view. To prevent errors, upload previous paychecks after your current payroll processes.

  1. Go to File, then Print Forms and select Print Pay stubs.
  2. In the Select Pay Stubs window, change the date range in the Checks Dated fields to include pay stubs that you'd like to send to QuickBooks Workforce.
    Note: We recommend selecting only current calendar year paychecks and uploading in batches of 100-200 paychecks at a time to prevent errors.
  3. Click Send Online.
  4. From the Send/Receive Data window, select Send All and enter your payroll PIN.

Upload W-2s

Note: Your employees will only see their W-2s from the current tax filing season.

If you use QuickBooks Desktop Payroll Basic or Enhanced:
When submitting your W-2s in January, check 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 Desktop Payroll Assisted, the W-2s are automatically available in QuickBooks Workforce for your employees after January 15.

Step 3: Send the employee an invitation

Now that you're set up, it's time to invite your employees.

  1. From the Employees menu, select Manage Payroll Cloud Services.
    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.

Your employee will receive an email with a link to set up and view their paychecks and W-2s online in QuickBooks Workforce.

  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.

Your employee will receive an email with a link to set up and view their paychecks and W-2s online in QuickBooks Workforce.

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

Resend an invitation to same email address

  1. Select the Payroll menu, then Employees.
  2. Select the employee you need to resend the invitation to.
  3. In the Personal info section, Select Resend next to We’ve invited [employee] to view their pay stubs and W-2s
    online with QuickBooks Workforce.
  4. Select Done. The employee will receive a new invitation.

Cancel access and send to new email address

  1. Select the Payroll menu, then Employees.
  2. Select the employee you need to resend the invitation to.
  3. In the Personal info section, Select Revoke Access next to We’ve invited [employee] to view their pay stubs and W-2s
    online with QuickBooks Workforce.
  4. Select Revoke Access.
  5. To resend to a new email address, edit the employee’s email address, then select Resend Invite.
  6. Select Done. The employee will receive a new invitation.

Follow the same steps in Set up and invite your employee above. Make sure their email address is correct, then select Send Invite again.

  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.

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:

  1. Check their spam or junk folder.
  2. 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.
  3. 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-2s in Workforce.

  1. Select Settings ⚙, then Payroll Settings.
  2. In the section titled Shared Data, select Edit ✎.
  3. 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.

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