Learn how the per employee fee is calculated, who is counted, when you're billed, and what to do if you think a charge is wrong.
About the per employee fee
Your Intuit QuickBooks Workforce subscription includes a per employee fee. This is a monthly charge based on the number of active employees you have in payroll. It's in addition to your monthly or annual payroll subscription.
The fee is billed for the period's usage and aligns to your subscription's renewal date.
How the fee is calculated
The fee is based on the number of active employees on your payroll during the billing period, not the ones you paid. An active employee is counted even if their earnings for the month were $0.
Your exact per-employee rate depends on your payroll plan.
Example: If your plan's per employee fee is $13/mo and you had 6 active employees on payroll, your per employee fee for that month is 6 × $13 or $78.
Why active employees are counted even with $0 in earnings
QuickBooks still reports on your active employees even when their earnings are $0, so your payroll tax filings stay compliant. Removing and re-adding employees to avoid the fee can also disrupt new-hire reporting. If you want to stop being billed for someone, terminate them and set their status to inactive.
Who is counted (and who isn't)
| Situation | Counted in the per employee fee? |
|---|---|
| An active employee | Yes |
| A terminated employee who's set to inactive | No |
| A terminated employee who's still set to active | Yes |
To stop being billed for someone you no longer employ, terminate them and update their payroll status to inactive. Refer to: Terminate an employee in QuickBooks Workforce or QuickBooks Desktop Payroll.
Find the per employee fee on your monthly invoice
Intuit sends an email notification each time your subscription fee is billed. You can also view your billing invoice in QuickBooks.
Sign in to your account.
Select Settings ⚙️, then Subscriptions and billing. All your active subscriptions will display.
Select View Payment history.
Find the invoice you want.
Select Select invoice, then Export to PDF.
Charged for someone you don't pay anymore?
If your worker list includes an employee you no longer pay:
Review the employee list on your invoice.
Update the employee's status so you're not billed for them moving forward.
If you were charged in error for an inactive employee, contact us.