Invite your employees to see pay stubs, W-2s and more

Use QuickBooks Online Payroll to invite employees to QuickBooks Workforce, where they can view and print their own pay stubs and W-2s online. Employees can also opt for a paperless W-2 in line with IRS guidelines in furnishing Form W-2, and new employees can be invited to enter their own 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.

What you'll need

• An active QuickBooks Online Payroll subscription
• Each employee's first name, last name, email address, and hire date
• A separate email address for any employee who also has access to your QuickBooks Online account (their Workforce email must differ from their QuickBooks Online sign-in email)

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 All apps , then Team, then Employees (Take me there).
2. Select Add an employee.
3. Add your employee’s First name, Last name, Email, and Hire date. 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 Employee self onboard.
5. Enter data in any other remaining fields as needed.
6. You can also automatically invite the employee to QuickBooks Time by selecting Time tracking.
7. Select Add employee.

Send or resend Workforce invites

Use this process to send or resend a Workforce invitation to one or more existing employees.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select the checkbox next to the employee or employees you want to invite.
3. Select Invite to Workforce.
4. Review the employee list and enter any missing email addresses.
5. Select Send Invite for each employee you want to invite.
6. Select Done.

Update Workforce invite email

Use this process only if your employee hasn't yet accepted their invitation. Once you cancel the existing invite, you can update the email address and resend.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee, then Permissions.
3. Select the ▼ dropdown next to Edit, then select Cancel invite, then confirm Cancel invite.
4. From the employee profile, select Personal, then select Edit ✎ from Contact info.
5. Update the Email, then select Save.
6. From Permissions, select Send invite.
7. Enter the correct email address, then select Send invite.

Results

After you send an invitation, your employee receives an email with a link to set up and use QuickBooks Workforce. Once they've set up their account, they can:

• Add their personal info (if you enabled this option)
• Opt out of a mailed copy of their W-2
• View their pay stubs and W-2s

Once an employee accepts the invitation, they can create their own Intuit account to manage their user ID, personal settings, and security info. One of you can also upload or replace a profile photo, if you’ve turned photos on. 

Warning: Intuit does not monitor photos you upload.

Next steps

• Have your employees follow their setup email to create their QuickBooks Workforce account
• Ask employees to confirm their paperless W-2 preference once logged in
• Monitor invite status by going to Payroll, then Employees