Manage documents in QuickBooks Online Payroll

You can efficiently manage employee files by downloading, sharing, or deleting documents directly from their profiles in QuickBooks Online Payroll. This helps you organize team records and collect necessary signatures for payroll compliance.

Download a document

You can download documents from an employee’s profile to print or save them locally.

1. Go to All apps , then Team, then Employees (Take me there).
2. Choose the employee.
3. Select the Documents tab.
4. Find the document you want to download.
5. Select the Actions icon next to the document.
6. Select Download.

The document will open in a new browser window or tab so you can download, print, or save it.

Request an employee signature

This is only available if you use QuickBooks Online Payroll Elite.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the PDF document you want the employee to sign.
5. Select Request signature from the Actions column.

Share documents with employees

You can share documents with your team members through their employee profile.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the document you want to share.
5. Select Share from the Actions column.
6. Confirm the document name and employee email.
7. Add an optional message if needed, then select Share.

Move or copy a document

Organize your files by moving or copying them to different locations.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Locate the document you want to move.
5. Select Actions ⋮, then select Move or Copy.
6. Select where you want to move or copy the document, then select Move or Copy.

Delete a document

Follow these steps to permanently remove a document from a profile.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the document you want to delete.
5. Select Actions ⋮ and then Delete.
6. Select Delete again to confirm.

Archive a document

You can only archive a document if you use QuickBooks Online Payroll Premium and Elite

Archiving helps you declutter employee profiles without permanently deleting records.

1. Go to All apps , then Team, then Employees (Take me there).
2. Select your employee.
3. Select Documents.
4. Select the document you want to archive.
5. Select Actions ⋮ and then Archive.