What is "Workforce" ? Does it cost money?

Hello, bestgyn. 

QuickBooks Workforce is a tool you can use that allows your employees to view and print their pay stubs and W-2's. Each time you run payroll, employees that are set up on the QuickBooks Workforce will get an email letting them know they can view their pay stubs and W-2 online. If you have a payroll service, Workforce is a part of that service. However, should you cancel your payroll service, your employees will still have access for 18 months following the cancellation. After that, paychecks will no longer be available, so be sure to advise your employees to print their documents for their own records if you plan on using Workforce. Below I'm attaching a link with helpful information regarding Workforce, as well as giving you the steps on how to set up employees. 

- Workforce FAQ's

1. Go to Workers and select Employees

           - For a new employee, select Add an employee.

           - For an existing employees, select the employee's name, then select Edit, next to Pay.

        2. Add your employee's info, including their email address

        3. Then select the Invite this employee to view their pay stubs and W-2's Online check box

        4. Select Done. 

Now your employees should be set up for the Workforce application. 

If you have any other questions or concerns, feel free to post them below. 

Thank you and have a nice afternoon. 

I just learned that our employees can see each other's pay through QuickBook's Workforce.  I am using Intuit online payroll.  I am not an employee so I can't see the workforce website.  Any idea why this happened?  More importantly, how can I stop this?

Thanks for joining this thread, @mhol. I'm here to route you to the right support to help resolve your concern.

Every employee has a unique username and password when accessing their Workforce accounts. With this, they shouldn't be able to see each other's pay through the website. 

You and your employees' payroll information are confidential, and we value both privacy in this forum. Thus, I'd suggest contacting our Customer Support Team to determine the root cause of this issue. They can also provide the steps on how you can stop your employees from seeing each other's pay. They're available from Mondays to Fridays (6:00 AM to 6:00 PM PT). I'll guide you how. 

1. Go to this link: https://help.quickbooks.intuit.com/prechats/offerings/ViewMyPaycheck-Online-CHAT/15055/view. 
2. Enter your contact info. 
3. Click Submit.

Once resolved, your employees can also view, download, or print their W-2s from their Workforce accounts, aside from accessing paychecks. Just let them go to the W-2 menu to complete this task. For more details, visit this article: Viewing Paychecks And W-2s Online.

You've got me here in the Community if there's anything else you need. Keep safe always, @mhol.

What is the cost of Workforce per employee?

Thanks for joining us here today, ebeckett.

I have some information about the employee cost. If you're subscribed to our payroll service, using the Workforce feature to send paystubs are free.

Please check out our page for details: https://quickbooks.intuit.com/pricing/.

Additionally, here's a link that covers all tasks you can do when using the payroll feature.

Keep me posted if you still have questions or concerns with payroll or workforce. I'll be around for you. Take care and have a great day ahead.

Can we add additional documents for the employee to access through Workforce? For example, I provide my employees with a commission report which is a PDF. Can I upload that to Workforce for my employee to access?

Hi there, mikeb-mn.

It's nice to see you in the QuickBooks Community. I'll share information about Workforce QuickBooks Online and how it works.

When inviting your employees to use QuickBooks Workforce, they'll receive an email to view their pay stubs every time you run payroll. They can also get their W-2s from there. That said, adding additional documents for the employee to access through Workforce is currently unavailable.

I can see how additional options and functionality with the said features would be helpful for both you and your organization. QuickBooks Online is constantly changing and evolving based largely on the suggestions and requests of users. I encourage you to submit feedback to our Product Development Team for review when determining features to be added in updates. This can be done directly through your account by clicking the Gear icon in the top right corner, then select Feedback.

I also suggest visiting our QuickBooks Blog to know about the latest news and updates from QuickBooks Online.

Please share this article with your employees so they'll see different details on how they can view their paychecks, W-2s, and other employment info such as your home address and bank account info: View your paychecks and W-2s in QuickBooks Workforce.

Let me know if there's anything else you need help with. Know that I'm always here to help you anytime. Take care and keep safe!

If our accountant, who runs our payroll, uses workforce, and I use QuickBooks Online, can we integrate so he can send me payroll right into QBO?  Currently, he runs payroll.  Then he sends me the paystubs.  I password protect them and then send them to our employees.  There has got to be a better way.

Thanks

Thanks for joining us here in the thread, @JCV1.

The feature you want to access is currently unavailable. I suggest you sync the payroll checks to your QuickBooks Online instead. You can do this with the use of 3rd party app. I'll show you where you can find one, here's how:

1. Open your QuickBooks Online account.
2. On the left navigational bar, select Apps.
3. In the search bar, you can use the keyword "Sync paychecks".
4. Once you're ready, click on the Search icon.
   
   

For visual reference, you can refer on the screenshot below.

I'll be adding these articles to help you in the future:

• Reactivate your QuickBooks Payroll subscription
• Delete or void paychecks
• Fix printed alignment for preprinted checks

You can post here again if you need assistance with your QuickBooks concern. I'll keep an eye for your response. Keep safe and enjoy the rest of the week!

Hi,

I am a booking keeper for a business, and my boss is wanting to set up workforce for all employees.

1. Where do you I find if our subscription includes workforce?

2. How do I add it to our Quickbooks online account? 

3. How do I invite current employees to create a login to access payslips etc?

I can only find videos on how employees set up accounts, not how accountants set up the program. 

Thank you.

I'll address these questions about setting up a workforce for employees, @franky5. Ensuring you can accurately track your employees' payslips. 

If your client already has a QuickBooks Online (QBO) Payroll subscription, they'll automatically have a Workforce account. To check, go to the account's Subscriptions and Billing in Settings.

As to your second question, we don't need to add it to your QBO since they have different URL where the employees are signing in to set up their accounts.

Here's how to invite employees:

1. Your client must send the invitation to their employees.
2. Once they receive the email, they must open and Accept Invite, then create an account with their email and password.
3. If they don't see the email from do_not_reply@intuit.com, they can check it in the spam folder or inform the employer to check the possibility of inputting an incorrect email.

For more detailed information about these changes, you can check out this article: Set up your QuickBooks Workforce account.

Additionally, you might want to refer to these articles that'll help your employees change their info and print their pay stubs online or in the Workforce mobile app: 

• View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce
• Add or change your personal info in QuickBooks Workforce

I'd be here to answer if you have further concerns about setting up your employees in QBO. Have a nice day ahead.

Hi, 

Thank you for getting back to me. 

What if I want to invite a current employee to Workforce? Do I still have to press 'Add New'? 

My QB doesn't have an employee center, only a payroll tab? Where do I begin the steps from here with current employees? 

Thank you

Thanks for coming back and clarifying the QuickBooks version you are using, Franky.

For QuickBooks Online (QBO) Payroll, we can go to the Payroll tab to add the new employee to see and print their own pay stubs and W-2s online. Here's how:

1. Go to Payroll and choose Employees.
2. Click Add an employee. Then, enter your employee's info including email address. This automatically invite your employee to see their paystubs and W-2s. They'll get an email instructions to set up their Workforce account.
3. Press Done.

For existing employees, we can click Invite to Workforce and click Send Invitations. You can check out this article for the steps and details: Invite your employees to QuickBooks Workforce. 

Additionally, refer to this article to view and print your pay stubs online or in the Workforce mobile app: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

We are available anytime if you have other setting up employees in Workforce or any payroll related-concerns. You have a good one.