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Resend an invitation to QuickBooks Workforce to view their pay stubs and W-2s

by Intuit•103• Updated 5 months ago

Learn how to send another invitation, or turn off QuickBooks Workforce.

If you invited your employee to use QuickBooks Workforce to view their pay stubs and W-2s and it didn’t work, here’s how to resend it.

Select what you’d like to do:

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Resend an invitation to the same email

If your employee’s email address is correct, but they didn’t receive the original invite, you can resend it.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. Next to Pay and tax docs, select Send reminder.
  4. Check the email address, then select Send reminder. The employee will receive a new invitation.
  1. Select Employees, then Manage Payroll Cloud Services.
  2. From QuickBooks Workforce, select Invite Employees.
  3. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
  4. Select the employee's name to resend the invite.
  5. Select Send Invite.

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Resend an invitation to a different email

If your employee’s email address is wrong, or they gave you a new email address, you can cancel the invite. Then update their email address and send a new one.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. Select Actions, then choose Turn off Workforce access.
  4. Select Confirm.
  5. In the employee's profile, update their email address, then select Send invite next to Pay and tax docs. The employee will receive a new invitation.

Step 1. Remove the email address from your employee profile

  1. Go to Employees, then Employees Center.
  2. Double-click the employee’s name.  
  3. In the Required Info section, remove the email address then select Save & Close. 
  4. Select Employees, then Send Payroll Data. 
  5. In the Send/Receive Payroll Data window, select Send All. 
  6. Enter your PIN then select OK to send.

Step 2. Enter the new email address to your employee profile

  1. Go to Employees, then Employees Center.
  2. Double-click the employee’s name.  
  3. In the Required Info section, enter the new email address then select Save & Close. 
  4. Select Employees, then Send Payroll Data. 
  5. In the Send/Receive Payroll Data window, select Send All. 
  6. Enter your PIN then select OK to send.

Step 3. Send an invitation

  1. Select Employees, then Manage Payroll Cloud Services.
  2. From QuickBooks Workforce, select Invite Employees.
  3. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license.
  4. Select the employee's name to resend the invite.
  5. Select Send Invite.

If your employee needs to change email after setting up their Workforce account, refer to change the email address, phone number, and password. If they no longer have access to their Workforce account, refer to Recover your Intuit Account if you can’t sign in.

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Turn off QuickBooks Workforce (QuickBooks Desktop Payroll only)

  1. Select Employees, then Manage Payroll Cloud Services.
  2. Under QuickBooks Workforce, turn OFF Workforce.
  3. Enter your PIN to confirm.

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QuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll EnhancedQuickBooks Desktop Payroll StandardQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Workforce

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