Employees Unable to Access Paystubs through Workforce

Hello, Oestrj.

I'm here to help ensure your employees can access their paystubs through QuickBooks Workforce.

I understand that experiencing runtime errors can be time-consuming and disrupt business activities when using your QuickBooks program. To allow your employee to access their workforce account, you can send them a new invitation.

But this time, it's important to make sure that your QuickBooks Desktop (QBDT) is updated to the latest release, along with ensuring that your payroll is updated to the latest tax table. You can refer to these articles for further guidance:

• Update QuickBooks Desktop to the latest release.
• Get the latest tax table update in QuickBooks Desktop Payroll.

Once done, you can add your employee with a different email address in the Employee Center. Then, invite your employees again. Here's how:

1. In QBDT, go to Employees from the top menu, then select Manage Payroll Cloud Services. 
2. Toggle the status to ON under QuickBooks Workforce.
3. Choose Invite Employees.
4. Pick the employee you need to give access to, then add their email address. 
5. Click Send Invite. 

For detailed steps, visit this article: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto... Once everything's good, ensure your employee accepts the invitation link so that they can access their Workforce and view their paystub.

If the same thing happens, please ensure the following:

• If you already have a QuickBooks Workforce account with a different employer, make sure to give your new employer the same email address.
• If you have access to QuickBooks Online, you’ll need to use a different email address for your QuickBooks Workforce account. We recommend using your work email address for QuickBooks Online and your personal email for Workforce.
• Your invite is valid for up to 30 days from when it was sent. If it’s been longer than 30 days, have your employer send you a new invite. 
• If your employer had to resend your invite, make sure to open the most recent invite. 

You can also check out this article for more information : Set up your QuickBooks Workforce account.

If the issue persists, I recommend contacting our payroll support team. They possess the tools to examine your account and conduct a more in-depth investigation into the underlying cause of your issue.

Furthermore, this article provides valuable guidance on how to inform your employees when new pay stubs are accessible for viewing online: Email pay stubs from QuickBooks Desktop.

Please let me know if you have follow-up questions about managing employees' QuickBooks Workforce access or anything else, Oestrj. I'm always here to assist. Take care.

FritzF, while I appreciate access to the copy and paste answer, I understand you are providing established troubleshooting advice, this answer does not address the specifics of our problem. Most of our employees have no issue accessing their paystubs, our QB is up-to-date, and payroll has been running smoothly. However, a couple of employees are unable to access their payroll... specifically employees who used Intuit Workforce with previous employers.

I had hoped there would be advice on how to assist these employees... but I suppose I will not find that here. Thank you for your time.

I ran into this myself. To resolve this we had to resend the invitation and follow the email to enroll with the email from the new business then it showed both the old businesses and the new business after logging out and logging back in to the app.

My employee used TurboTax previously and now cannot access her pay portal thru QBO with this current job.  She also cannot update her W4s for tax deductions. The QBO sales reps continue to pass us off to "other departments" or tell us that my employee can chat with the reps directly but as she can't access her portal she can't chat.  Are there any other options?

Hi there, Susan. I appreciate your time and efforts in contacting our support. I'll take it from here and elaborate on some details about logging in to QuickBooks Workforce.

Beforehand, did your employee encounter any error messages when accessing their account? It'll help us determine its cause.

With the help of QuickBooks Workforce, employers have the ability to invite new workers to enter their W-4 information. Once they accept the invitation, they can create their own Intuit account. It allows them to manage their user ID, personal settings, and security info. 

To ensure they can log in successfully, make sure the credentials entered in the Sign in page are correct. It's the same info used when they're setting up the account. If they use the TurboTax login details, ensure it's typed in accurately.

In case you haven't sent them an invite, perform the steps in this article to do so:  Invite your workers to QuickBooks Workforce to see pay stubs, W-2s, and more.

If the specific worker still can't open their account, re-add and send an email again using a different email address. Before proceeding, delete the first one. Here's how:

1. Go to the Payroll menu and choose the Employees tab.
   
   
2. Find and click the name you want to inactive.
3. Under the Action drop-down arrow, select Delete employee.
   
   
4. A pop-up notification will appear, then click Yes.
   
   

After that, add and invite them again.

In case none of these fixes the issue, your employee can contact our QuickBooks Workforce Team by going to the ViewMyPaycheck Support site. Then, click the Live Chat link to enter the details and concerns to activate the Start a chat button. Our representative will be able to address the login issue and assist them in real time. For visual reference, I've added a screenshot below.

Once everything is settled, you can start running payroll.

You're more than welcome to drop by again if you have other questions about managing and running payroll. Please let me know, and I'll chime in to help again.