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Get answers to common questions about QuickBooks Workforce

SOLVED•by QuickBooks•94•Updated 2 weeks ago
Note: Not sure which payroll service you have? Here's how to find your payroll service.

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:

  1. Have them check their spam or junk folder.
  2. Make sure their email address is correct.
    Note: If your employee has access to QuickBooks Online, make sure they use a different email for Workforce than the one they use to sign in to QuickBooks Online.
  3. Try resending the invitation again.

My employee already accepted the invite, but has a new email address. How do I update it? 

Chat with us so we can help.  It’s best if you and your employee are available at the same time to complete the process. 

Can my employees still use QuickBooks Workforce if I cancel my payroll service?

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.

No. 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 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. 

You’ll need to invite your employees from your new payroll service.

No. Your employees will lose access immediately. You'll need to invite your employees from your new payroll service.

You will need to invite your employees from your new payroll service.

Why can't my employee see their W-2 in QuickBooks Workforce?

W-2s are automatically sent to QuickBooks Workforce once Intuit files them. They’re typically available by January 31.

If you disabled Allow employees to import W-2 data into TurboTax your employees won’t see their W-2 in Workforce.

  1. Select Settings ⚙, then Payroll Settings.
  2. In the section titled Shared Data, select Edit ✎.
  3. Check the box Allow employees to import W-2 data into TurboTax.

If you use QuickBooks Desktop Payroll Assisted, the W-2s are typically available after January 15.

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.

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