Manage employee information changes in QuickBooks Workforce

QuickBooks Workforce allows employees to update their own personal and tax information, which then syncs directly to your payroll records. This self-service feature streamlines profile management and ensures your records remain accurate and compliant with real-time updates.

Employee eligibility for profile management

Employees can manage their own profiles if you use Intuit QuickBooks Workforce (Workforce, Premium, or Elite) and have sent them an invitation to QuickBooks Workforce. 

Note: Employee profile management isn’t available in QuickBooks Desktop Payroll.

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Personal information employees can edit

When the profile management setting is active, employees can update the following details in their accounts:

• Legal and preferred names: Update their official name or the name they prefer to use at work.
• Contact details: Change their phone numbers and home address, provided the new address is within the same state.
• Personal demographics: Modify their birth date and gender.
• Emergency contacts: Add or update contact information for emergencies.
• Professional goals: Elite plan users can update their set goals.
• Time off: Request future-dated time off.
• Profile pictures: Upload a new photo; only the most recent upload is saved, and we do not monitor photo content.

Note: You must manually update an employee's Social Security number in QuickBooks if the number on file is incorrect.

Update federal and state tax withholdings

Employees can update their W-4 information directly through QuickBooks Workforce to maintain IRS compliance.

1. The employee verifies their identity using a text message code sent to their phone number on file.
2. After completing updates, the employee digitally signs the W-4 form.
3. Once finished, you can view the most current signed W-4 in the employee's profile in QuickBooks.

We only retain the most recent W-4 form; past versions are not stored in the history.

Configure employee profile management settings

The profile management feature is turned on by default. Employees can edit their information if your QuickBooks Workforce account is active, the employee is active, and their profile is complete with no missing required fields.

If you prefer to control these changes manually, you can disable specific editing permissions.

1. Select Settings ⚙, then Payroll Settings.
2. Go to the Employee Profile Management section and select Edit ✎.
3. Uncheck the options you want to manage yourself.
4. Select Save.

Monitor employee updates

When an employee submits changes in Workforce, you will receive an email notification. All updates are instantly visible within the employee's profile in Intuit QuickBooks Workforce.

If an address change affects local taxes, your notification email will include specific instructions on how to update those tax settings in QuickBooks.