Add an expiration date to a document in QuickBooks Online Payroll Premium or Elite

Track when documents no longer apply to your team members or business with an expiration date. You can set the expiration date when you acknowledge a document, or when you edit an uploaded document on a team member’s profile.

What you’ll need

• An active subscription to QuickBooks Online Payroll Elite or Elite.
• Payroll administrator access permissions.

Add an expiration date when acknowledging a document

You can set an expiration date when you acknowledge a document sent to you. This date can’t be changed later.

1. Select Tasks.
2. Select the specific task to acknowledge the document you want to set a date for.
3. Complete the acknowledgment steps as prompted.
4. When prompted, indicate whether the document expires.
5. Enter the expiration date if required.

Add or edit an expiration date on uploaded documents

If a document is already in QuickBooks, you can add or modify its expiration date for the team it applies to on their profile.

1. Select All apps, then Team, then Employees.
2. Select the employee.
3. Select the Documents tab.
4. Find the document you want to update.
5. Next to the document, select Actions [icon], then select Edit.
6. Set or modify the expiration date as needed.
7. Change any other settings you need to change, such as permissions or the document name.
8. Select Save.

Results

Documents with active expiration dates will automatically notify administrators 30 days before the document expires, then again on the actual expiration date. 

Next steps

To replace a document before it becomes invalid, send the team member a new Documents to collect request for the same document.