Learn how you can invite your employees through QuickBooks Desktop Payroll to see and print their own pay stubs and W-2s online.
QuickBooks Workforce is a great way for your employees to have access to their pay stubs and W-2s any time they need. Each time you run payroll, they’ll get an email letting them know their pay stubs are available to view and print. They can also view and print their own W-2s at tax time.
Use QuickBooks Online Payroll? See Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more if you use QuickBooks Online Payroll.
Step 1: Turn on QuickBooks Workforce and invite your employees
Invite your existing employees
First you'll need to add your employees' email addresses to their profiles. Then you'll set up the invites.
- Sign into QuickBooks Desktop as the QuickBooks Administrator.
- Select Employees, then Employee Center.
- Double-click your first employee you want to invite.
- From the Address and Contact tab, add their email address. Select Ok.
- Repeat steps 3-4 for all employees you want to invite.
- Select Employees, then Manage Payroll Cloud Services. If you don’t see Manage Payroll Cloud Services, update QuickBooks.
- From QuickBooks Workforce, turn the status On. Then select Invite Employees.
- Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
- Select the employees to add to Workforce, then add their email addresses.
- Select Send Invite. Once sent, you should see Invited in the Status column.
Invite your new employee
- Select Employees, then Employee Center.
- Select Add New and add your new employee. Make sure to add their email address in the Address and Contact tab.
- Select Employees, then Manage Payroll Cloud Services.
- From QuickBooks Workforce, select Invite Employees.
- Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
- Select the employees to add to Workforce, then add their email addresses.
- Select Send Invite. Once sent, you should see Invited in the Status column.
Step 2: Upload paychecks and W-2s
You’ll need to upload paychecks after each payroll so your employees can access them in QuickBooks Workforce. In January, you’ll also need to upload your W-2s.
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.
Check out this video to see QuickBooks Workforce. Note: the section for employees to add their personal, tax, and bank info is only available through QuickBooks Online Payroll.
To watch more how-to videos, visit our video section.
Resend an invitation
There may be several reasons you need to resend 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 or cancel an invitation
- Select Employees, then Payroll Setup.
- From the Employee list, under Action, select the drop down, and choose the option to resend or cancel.
- When finished, close the setup window.
Turn off QuickBooks Workforce
- Select Employees, then Manage Payroll Cloud Services.
- Under QuickBooks Workforce, turn OFF Workforce.
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