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Invite your employees to enter expenses in QuickBooks Workforce

by Intuit Updated 2 days ago

Learn how you can invite your employees to manage their expenses in QuickBooks Workforce.

QuickBooks Online Advanced allows you to invite your employees to manage their expenses in QuickBooks Workforce web portal.

Send an invite through the permissions tab

Invite your employees to Workforce and include the ability to track expenses. 

Note: If you don’t have payroll turned on, the invited employees will only see the ability to manage expenses but they’ll not see the Pay or Documents tabs. 

  1. Go to Payroll and select Employees (Take me there).
  2. Select the employee to be invited.
  3. Select Permissions

Note: The available permissions depend on the features enabled in the employee profile. If you have QuickBooks Online Advanced but don’t have payroll turned on, only Expense Tracking will be available.

  1. Choose 'Send Invite' which allows an email address to be added, then select:
    • Employee self-onboard if you want your new employee to add their personal info
    • Expense tracking to allow your employees to track and submit business expenses
    • Time tracking if you want your employee to use the clock in and clock out feature
  2. Select Send Invite.

Track your employee expense claims

Once your employee submits an expense claim, you’ll be able to track it in QuickBooks. This allows you to review, accept, or reject the claim.

  1. Sign in to your QuickBooks Online account.
  2. Go to Expenses, then select Expense claims.
  3. Select the View dropdown to accept or reject the claim.
  4. Once the claim is approved, open the expense and mark it as paid. You can either print a check, or manually add the amount to payroll checks with a reimbursement pay type

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QuickBooks Online AdvancedQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Workforce