Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more if you use QuickBooks Online Payroll

Learn how you can invite your employees through QuickBooks Online Payroll to see and print their own pay stubs and W-2s online. They can also opt for a "paperless W-2" as per IRS guidelines in furnishing Form W-2. And you can invite your new employees to add some personal info.

Use QuickBooks Desktop Payroll?  See Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Desktop Payroll.

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

Set up and invite a new employee

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.

1. Go to Payroll and select Employees (Take me there).
2. Select Add an employee.
3. Add your employee’ name and email address. They’ll automatically get an email with instructions to set up their Workforce account so they can see their pay stubs and W-2s, and select the Paperless W-2 option.
4. If you want your new employee to add their personal info, select the Ask this employee to enter their personal, tax, and banking info with QuickBooks Workforce checkbox.
5. Select Done.

Send an invite through the permissions tab

The Permissions tab within the employee profile allows you to send invitations and choose the access you want your employees to have.

1. Go to Payroll and select Employees (Take me there)
2. Select the employee to be invited.
3. In the profile section, select Permissions.
4. Choose 'Send Invite' which allows an email address to be added.
   • If you want your new employee to add their personal info, select Employee self-onboard.
   • If you want your employee to use the clock in and clock out feature, select Time tracking.
5. Select Send Invite.

What happens next

Your employee will receive an email with a link to set up and use QuickBooks Workforce. Once set up, they can add their personal info, (if you selected this option) opt out of a mailed copy of their W-2, and then 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.

You and your employee can also upload profile pictures:

• Only one picture will be saved and will override previously uploaded pictures.
• You're able to turn on or off the ability to upload photos on the employee side.
• Note that we do not monitor the content of the photo.

To see the status of your employee’s setup, select Payroll, then Employees. Your employee list shows the status.