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W
wendy at Mullins
September 8, 2021
Question

Workforce

  • September 8, 2021
  • 5 replies
  • 23 views

What are the pros and cons of Workforce?  I currently email all of the employees paystubs from Quickbooks.  What would I be gaining if we switched to Workforce?

    5 replies

    Rose-A
    Rose-A
    Level 10
    September 8, 2021

    A warm welcome to the Community, wendy at Mullins. I'd be pleased to share some information regarding how Workforce works in QuickBooks Desktop.

     

    The QuickBooks Workforce tool lets employees access and print their W-2 forms and pay stubs online.

     

    Once you set your staff up in QuickBooks Workforce, employees can get notified of their latest paychecks after payroll is run.

     

    They can view their payments online at any time since Workforce integrates with your company’s existing payroll service.

     

    To know more about this service, you can scan through the following articles below. This will provide you steps from setting up QuickBooks Workforce to inviting your employees. On the same link, you'll find answers to common questions about the Workforce:

     

    Set up QuickBooks Workforce for your QuickBooks Desktop.

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

     

    I want to be your main point of contact, so please let me know if you have any other concerns or questions. I'm always ready to assist further. Have a good one.

    Rose-A
    Rose-A
    Level 10
    September 9, 2021

    Hi, wendy at Mullins.

     

    Hope you're doing great. I wanted to see how everything is going about the Workforce. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I'd be happy to help you at anytime.

     

    Looking forward to your reply. Have a pleasant day ahead!

    W
    wendy at MullinsAuthor
    September 9, 2021

    Thanks for reaching out, Rose.  I have not made a decision regarding Workforce at this time.  I currently use QB to email everyone their paystubs and that is easy and works just fine.  When I have time, I'll look further into using Workforce.

    K
    Kurt_MQuickBooks Team
    QuickBooks Team
    April 13, 2022

    Thanks for joining us here in the thread, @TracyAFY. I'll share some updates about not being able to invite employees to view their paychecks via QuickBooks Workforce.

     

    Currently, there's an investigation about invited employees in QB Workforce, but the status shows as not invited. Our developers are aware of this issue and now working on a fix.

     

    I recommend reaching out to our support team. This way, they can put you on the list of users affected by this issue. Rest assured that updates will be posted soon. To begin here's how

     

    1. Open QuickBooks.
    2. Go to Help, then select QuickBooks Desktop Help.
    3. Select Contact Us.
    4. Enter your concern, then select Continue.
    5. Choose a way to connect with us:

     

    • Post a question and get an answer from expert and other customers.
    • Start messaging with a support expert.
    • Get a callback from an expert (availability may be limited).

     

    Also, I'll be adding these articles for future reference:

     

     

    Get back to me if you have further question about this. Rest assured, I'll be here to assist you. Keep safe and stay hydrated!

    T
    Tward50
    May 5, 2022

    Hello,

     

    is there a way for contractors, not employees, who have a business payroll account, not personal, to have access to workforce so they can see their paystubs. Right now they are unable. I guess because they are using an EIN and not their social security number. I have called and texted the help desk several times but no one can help me. 

    Rubielyn_J
    Rubielyn_J
    Level 8
    May 5, 2022

    Thanks for joining this thread, @Tward50. I'm here to provide some information about accessing the Workforce.

     

    I can see the importance of letting your contractors have access to the Workforce to see their paystubs. 

     

    Currently, only employees have the option to this task. This is because when you set up QuickBooks Workforce for the first time, you'll need to upload historical paychecks for your employees to view their pay stubs prior to setting up QuickBooks Workforce.

     

    You may review this article for more information: Set up QuickBooks Workforce for your QuickBooks Desktop. It also includes steps on how to resend an invite and remove employee access. 

     

    I'm also adding this resource with the step-by-step guide provided to invite an employee to QuickBooks Workforce: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more.

     

    Keep me posted if you have further concerns with managing the Workforce in QuickBooks. I'll be happy to help you. Stay safe!

    C
    Carneil_C
    Level 6
    June 23, 2022

    Is it necessary for me to print a copy of all employees paystub‘s and place it in the filing cabinet after each payroll ? Or is it all saved and secure in workforce ? 


    I appreciate you chiming in on the thread and sharing your concerns, @AliG1. I'm here to provide insights into your concern about the Workforce in QuickBooks Desktop Payroll. 

     

    Yes, you're right. There's no need to print or mail paystubs to your employees. Printing a copy of your employee's paystubs can be time-consuming. QuickBooks Workforce makes it easy for employees to view their paychecks and W-2s online at their discretion.

     

    In case you want physical copies of your employees’ pay stubs, you can print them and I’d be glad to show you how. 

     

    Here's how to print one or more pay stubs at once:

     

    1. From the File menu, hover over Print Forms, then select Pay Stubs.
    2. Choose your payroll bank account. Then enter the date range that includes the pay date of the pay stubs.
    3. In the column next to the date, select the pay stubs you want to print. If you want to filter for specific employees, click on them from the Employee dropdown.
    4. If you want to select the company and employee info that will be printed on the pay stub, select Preferences.
    5. If you want to include a message to be sent with each pay stub, enter the text in the Company message to be printed on all pay stubs box.
    6. Click Preview to view pay stubs before you print them. When you're ready, select Print.

     

    Here's how to print a single pay stub from a paycheck: 

     

    1. Open your paycheck in QBDT.
    2. Above the check, select the Print icon and choose Pay Stub.

     

    From there, you’ll now have copies of your employees’ pay stubs. 

     

    Moreover, I’ll be adding these helpful resources you can check that can help you in case you want to send your employees digital copies of the pay stubs and troubleshooting steps you can perform when you encounter issues in printing pay stubs: 

     

     

    I want to make sure everything is taken care of for you. Please let me know how it goes or if you have any other issues or concerns about managing your employees and payroll. Just leave a comment below, and I'll get back to you. You have a good one. 

    A
    AnnaR
    November 22, 2022

    How can we see/download our employees' paystubs generated by Workforce. They look different from QB Online paystub. Can we access all employees information on the Workforce website?

    R
    Rea_M
    Level 10
    November 23, 2022

    Hello there, @AnnaR.

     

    For the time being, the option to see/download your employees' paystubs through QuickBooks Workforce is unavailable. Let me share further details about this below.

     

    When you invite your employees to QuickBooks Workforce through QuickBooks Online Payroll (QBOP), they'll be able to see and download their pay stubs, W-2s, and more. Though you're unable to access their information and paystubs using QuickBooks Workforce, you can still do so through your QuickBooks Online (QBO) account. They may look a bit different, but their contents (for example, taxes) are the same.

     

    You can refer to this article for the complete guide in accessing and printing pay stubs in QBOP: Print paychecks and pay stubs.

     

    Also, there are a variety of payroll reports you can use to view information about your business finances and employees. You may want to check out this article for the complete list of payroll reports and guide on how you can customize them in QBOP: Run payroll reports in QuickBooks Online Payroll.

     

    I'll gladly help if you have other payroll concerns or questions about managing employees and paychecks in QBOP. Take care, and have a great day, @AnnaR.

    C
    Cornelius84
    February 27, 2023

    I need  help tracking down my w2

    S
    SirielJeaBModerator
    Moderator
    February 27, 2023

    Welcome, @Cornelius84. We are grateful you asked for help tracking your W-2 forms on the Community forum.

     

    The W-2 form is significant since it is how you report your entire salary and compensation for the year to both your employee and the IRS. You can track the W-2 form directly in your QuickBooks Online Payroll if you are the employer. I'll show you how:

     

    1. Click Taxes, then select Payroll Taxes. 
    2. Choose Filings, then Resources. 
    3. Select W2s. 
    4. Click Manage W-2s on W-2 Copies B, C, and 2 under Employee W-2s
    5. Hit View and print after selecting the employees you need to see.

     

    For more details, check out this article: Preview your W-2s.

     

    You must log into Workforce if you are an employee to track your W-2 form. I recommend contacting your employer if you haven't been invited to the Workforce.

     

    You may learn more about managing W-2 forms in QuickBooks Online going forward by reading the following articles:

     

     

    The Community is available 24/7. Please drop by again if you need further assistance tracking your payroll forms in QuickBooks Online. Have a prosperous year!

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