Learn how to invite your employees to see their pay stubs and W-2s online. You can also invite your new employees to add some personal info.
QuickBooks Workforce is a quick 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.
In addition, you can invite your new employees to add some of their personal info through QuickBooks Workforce, saving you some time on chasing paperwork and data entry. This is only available in QuickBooks Online Payroll or QuickBooks Desktop Payroll Basic and Enhanced.
Select your product to get started. Select one of the following activities below for detailed instructions. Note: If your employee has access to your QuickBooks Online account, make sure they use a different email for Workforce than the one they use to sign in to QuickBooks Online. You can invite multiple employees at once, or an individual employee to view their pay stubs and W-2s. 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. With QuickBooks Online Payroll Premium and Elite your employees can track their hours with QuickBooks Time. Before an employee can start tracking time, you need to invite them to QuickBooks Time. There may be several reasons you need to resend or cancel your employee’s invitation to QuickBooks Workforce. Select one of the following activities below for detailed instructions. Invite existing employees Invite a new employee You’ll need to upload paychecks after each payroll so your employees can access them in QuickBooks Workforce. At the end of the year you also may need to upload your W-2s. Tip: If you forget to select Send to Intuit after creating paychecks, you can go to Employees, then select Send Payroll Data. 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. Note: Your employees will only see their W-2s from the current tax filing season. QuickBooks Desktop Payroll Basic and Enhanced When submitting your W-2s in January, check the box Provide employees with secure online access to their W-2s forms on Intuit’s free QuickBooks Workforce site and in Intuit TurboTax. QuickBooks Desktop Payroll Assisted Your W-2s are automatically available in QuickBooks Workforce for your employees after January 15. 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. If you use QuickBooks Desktop Payroll Basic or Enhanced, you can invite your new employees to add their personal info. You’ll need to add your new employee through the Payroll Setup Wizard, not the Employee Center. See Use employee self-setup for QuickBooks Desktop Payroll. Note: This doesn't also invite your employees to view their pay stubs and W-2s. If you want your employees to have access, follow the steps above in Invite your employees to view their pay stubs and W-2s. Employees can't add their personal info if you use QuickBooks Desktop Payroll Assisted or Standard. There may be several reasons you need to resend your employee’s invitation to QuickBooks Workforce. 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. There may be several reasons you need to resend your employee’s invitation to QuickBooks Workforce. Resend the invitationNote: Not sure which payroll service you have? Here's how to find your payroll service. QuickBooks Online Payroll
Invite your employees to QuickBooks Workforce
Set up and invite a new employee
Invite existing employees
What happens next
Invite an employee to QuickBooks Time
Resend or cancel an invitation
Resend an invitation to the same email address
Cancel access and send to a new email address
QuickBooks Desktop Payroll
Invite your employee to view their pay stubs and W-2s
Step 1: Turn on QuickBooks Workforce and invite your employees
If you don’t see Manage Payroll Cloud Services, update QuickBooks.Step 2: Upload paychecks and W-2s
Upload current paychecks
Upload prior paychecks
Note: We recommend selecting only current calendar year paychecks and uploading in batches of 100-200 paychecks at a time to prevent errors.Upload W-2s
Invite your employees to add their personal info
Resend an invitation
Resend or cancel an invitation
Turn off QuickBooks Workforce
Intuit Online Payroll
Invite your employees to view pay stubs and W-2s
Resend an invitation
Once you've invited your employees to QuickBooks Workforce they can set up their account so they can view their paychecks, W-2s, and other employment info. Check out this video to learn how.
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:
- Check their spam or junk folder.
- 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 in to QuickBooks Online. - Try resending the invitation again.
Can my employees still use QuickBooks Workforce if I cancel my payroll service?
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.
Can my employees still see their pay stubs in QuickBooks Workforce if I switch payroll service?
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.
Why can't my employee can't see their W-2 in Workforce?
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-2 in Workforce.
- Select Settings ⚙, then Payroll Settings.
- In the section titled Shared Data, select Edit ✎.
- Check the box Allow employees to import W-2 data into TurboTax.
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