Upload employee documents to QuickBooks Online Payroll

Learn how to upload and manage employee documents in QuickBooks Online Payroll.

QuickBooks Online Payroll offers secure document storage for all your critical employee records. Your payroll admins can upload items such as hiring documents, employee contracts, and HR or healthcare records.

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

Select the document task you'd like to complete:

• Upload
• Share documents
• Employee signature
• Create folders
• Move or copy
• Download
• Delete

Here is the list of acceptable document formats that you can upload.

Upload documents

1. Go to Payroll, then Employees (Take me there). 
2. Select your employee. 
3. Select Documents. 
4. If you want to upload to a folder, select the folder to open it. 
5. Select Add documents ▼ then Upload from this device or Add from a mobile device. You can upload up to 10 MB per document.
6. Follow the on-screen steps to select the documents you want to upload.

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Share documents with employees

1. Go to Payroll, then select Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the document you want to share.
5. Select Share from the Actions column.
6. Confirm the document name and employee email. You can also add an optional message.
7. Select Share.

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Request an employee signature

This feature is only available to customers with QuickBooks Online Payroll Elite and Premium.

1. Go to Payroll, then select Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the PDF document you want the employee to sign.
5. Select Request Signature from the Actions column.

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Create folders

1. Go to Payroll, then Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Select Manage folders ▼ then Create folder.
5. Enter a name, then select Create.

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Move or copy documents

1. Go to Payroll, then Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Locate the document you want to move.
5. Select Actions ⋮, then Move or Copy.
6. Select where you want to move or copy the document, then Move or Copy.

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Download documents

1. Go to Payroll, then select Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Locate the document you want to download.
5. Select Actions ⋮, then Download.

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Delete documents

1. Go to Payroll, then Employees (Take me there). 
2. Select your employee. 
3. Select Documents.
4. Select the document you want to delete.
5. Select Actions ⋮, then Delete twice.

Acceptable document formats

You can upload images, documents, audio, and video files with various file extensions as listed below.

• Images: .jpg, .jpeg, .png, .gif, .heic
• Documents:  .pdf, .doc, .docx .ppt, .pptx, .pps, .ppsx, .odt
• Audio: .mp3, .m4a, .ogg, .wav
• Video:  .mp4, .m4v, .mov, .wmv

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