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Upload employee documents

by Intuit • Image Alt Text 32 •
Image Alt Text Updated 8/4/2026 03:02

Learn how to upload and manage employee documents in Intuit QuickBooks Workforce.

Intuit QuickBooks Workforce provides secure storage for critical employee records such as contracts and hiring forms. Payroll administrators can upload and manage these files directly within a team member’s profile. This will keep a central and safe HR database.

What you’ll need

  • An active Intuit QuickBooks Workforce or QuickBooks Desktop Payroll subscription.

  • Payroll Admin access.

  • File Size: Each document must be 10 MB or smaller.

  • Accepted Formats:

    • 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

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Payroll, then Employees (Take me there).

  2. Select your team member.

  3. Select Documents.

  4. If you want to upload to a folder, select the folder to open it.

  5. From the Add documents ▼ dropdown, select Upload from this device or Add from 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.

Use team member documents to store signed forms, licenses, and other records on each worker’s profile in QuickBooks Online Payroll.

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Payroll, then Employees (Take me there).

  2. Select your team member.

  3. Select the Documents tab.

  4. Select Add documents.

  5. Select Upload.

  6. Edit the document settings:

    • Document name: Update how the name appears on the profile.

    • Does this document expire?: Turn this on to set an expiration date.

    • Employee: Choose View (team member can see and download) or Hidden .

    • Manager: Choose Edit (manager can change details) or Hidden .

  7. When you’re done adjusting the settings, select Add document.

Results

The document is saved under that employee’s profile in the Uploaded Documents folder.

QuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll Premium

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