Workforce

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.

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!

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.

@wendy at Mullins as a user of Workforce I can tell you that once you invite an employee (and they set up their own portal to view) you will never email paystubs again - or have to do anything as the payroll information is automatically reported to Workforce. The previous service required actually uploading data after each payroll.  I have emailed paystubs before from within QBDT and saving to pdf and attaching while less secure is faster to the employee. We have employees that do not save the stub from printed checks and occasionally i need to send them multiple stubs, while if they access it on their own it is less on my plate.

Thank you for this information!  

my question is i have been using Quickbooks desktop for over 20 years.  We are a staffing agency and anytime i have tried to use the old "view my paycheck" i crashed my system as it tried to upload thousands of stubs.  i am thinking about starting with Workforce for the first payroll of 2022 but am concerned it will try to upload past stuff and crash again.  Any thoughts?

Welcome to the thread, Robin Palmer.

As mentioned by my colleague Rose-A above, you can have your employees view their paychecks via QuickBooks Workforce. In which they can get their pay stubs for the previous years. 

To start with, you'll need to set up your company file for QuickBooks Workforce Admin so you can invite your employees. 

Here's how:

1. On your QuickBooks Desktop (QBDT) account, ensure that you have the latest maintenance release and the latest payroll updates.
2. Go to the Employees menu at the top.
3. Select Manage Payroll Cloud Services.
4. In the Payroll Cloud Services window, under QuickBooks Workforce toggle the status to ON.
5. You'll get a prompt to create or confirm a PIN you use to send payroll data.
6. Choose Save Changes, then select Return To QuickBooks in the confirmation window.

For more details about this, here's an article: Set up QuickBooks Workforce for your QuickBooks Desktop.

To have your employees view their paychecks and W2, see this link: View your paychecks and W-2s in QuickBooks Workforce.

I'm just a post away if you should have any questions concerning your QuickBooks account, I'm always here to help. Hope you have a wonderful day.

I use QBDT and have been sending out Workforce invites every time I run a payroll - just in the last month or so. But now, when I check if they've signed up - it still shows that they are Not Invited yet. What's the deal with that? I even had one client confirm she did get the email, logged on, was able to see her data, but when I check the QB file, it shows her as Not Invited. ??

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:

• Set up QuickBooks Workforce for your QuickBooks Desktop
• Process Late Payroll Or Send Backdated Paychecks In QuickBooks Desktop Payroll

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!

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. 

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!

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: 

•  Email pay stubs from QuickBooks Desktop
•  Troubleshoot printing paychecks, pay stubs, and forms

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. 

Rose, I asked questions about problems with WorkForce over a year ago.  Many other users were having the same problems.  I followed all of the steps, the answers did not help, you still can't re-invite an employee who already accept their invitation.  I was reaching out one more time on that thread and then it wouldn't post.  So I was searching for it again, and found your response, so I will post it here, below.  Are you able to help?

I realize I started this thread over a year ago, still have frustrated employees as they cannot access their paystubs.  I've done what you suggested numerous times, it doesn't change a thing.  Once an employee has signed up, you are unable to check the box to invite them with a new email address.
Does Workforce have a support line with a real person for employers?  Do they have a support line for employees? 

I gave an employee what I thought was a link for chat support, it wasn't, no help to her at all.  She can only see paystubs from her former employer.  She thought possibly changing her email address and being reinvited with it would help.  Well, yes it would, if I could send her a new invitation, but as she's already signed up, I can't check the box, believe me I tried.

I can't even begin to tell you how many employees have contacted me about problems viewing their paystubs since the move to Workforce.  Personally I feel bad for not being able to help them, professionally I think I must look incompetent to my clients and their employees.

Is this really what Intuit wants for their clients?  I have used QuickBooks for my clients for years, since its beginning even before Windows, some of the changes have been great.  Initially your customer support was also very good, but in the last ten years, it has substantially decreased.  Not only does it take a long time to reach your support, in the past two years the answers I'm given frequently don't correct the problem.  I'll continue to use QuickBooks, but would never recommend Workforce to anyone, and because of the difficulties with it, I will not try any of the other apps or try the QuickBooks Time add on in Enterprise.

I sincerely hope you have come up with something that actually corrects this problem in Workforce, if so, please respond.

Thank you.

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?

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.

I need  help tracking down my w2

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:

• Information on W-2
• File W-2
• Print W-2

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!

Please how can i set up my account  after i have received an  invite from my employer

as an employee in quickbooks workforce,

My job is  based in canada but i live in cameroon

Hello Mbah,

Welcome to Community!  It's important that you're able to access your paystubs and associated forms effortlessly.  When your employer invites you to QuickBooks Workforce, you'll receive an email with a link to set up your account.  Please note that the invitation is only valid for 30-days.  If you don't accept it within 30-days, you'll need to ask your employer to send a new invitation.  Open the email, then select Create account or Sign in to accept the invitation.  To learn more about setting up your Workforce account, click here. 

Should you require additional assistance, you can Chat with Workforce support.

Feel free to reach out again, if you have other questions.  We would be happy to hep!

After submitting payroll ... but before backing up our desktop QB file ... that file got overwritten. Is there a way I can retrieve that last payroll upload to Workforce to see the individual employee checks. We are only talking about 10 checkis.

Let me direct you to the right support to access your employee's payroll, Old_Guy. 

For now, since the previously uploaded file has been overwritten, accessing the previously uploaded one isn't possible. You'll want to reach out to the QuickBooks Workforce team so they can assist you with this. This way, they can help recover the previous data and be able to see the correct information. Ensure to provide the correct information. I've added this screenshot for your visual guide:

Furthermore, QuickBooks provides selected payroll and employee reports so you can keep track of your business and employees. To know more, check out this article for more details: Customize Payroll and Employee Reports. 

If there's anything else that you want us to help you with about payroll, we're always right here to help you. Have a nice day!

Can employees submit PTO requests through Workforce also?