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Intuit
35 helpful votes

Add or edit an employee in Online Payroll

Learn how to set up and edit your employees in QuickBooks Online Payroll and Intuit Online Payroll.

Pay your employees fast and with confidence in your online payroll. Let’s set up your team so you can get them paid.

Gather employee info

Before you add a new employee or update their profile in your online payroll, you first need to gather their info.

Here are the following details you need to have:

  • W-4 info — Personal data of an employee such as name, address, social security number, filing status, number of allowances, and exemptions if any. You can verify any SSN with the Social Security Number Verification Service.
  • I-9 form — A form used to verify employment eligibility in the United States.
  • Pay info — Employee's salary or pay rate, other pay types, as well as pay schedule.
  • Federal and state filing status — One of the factors to determine employee's withholding taxes.
  • Time off policy — There are 4 available time off policies in online payroll — vacation pay, sick pay, unpaid time off, and paid time off policies.
  • Email address — If you want your employees to have access to their pay stubs online, send them an invite.

Your steps depend on which product you have.

If your sign-in screen looks like this, you use QuickBooks Online Payroll.

If your sign-in screen looks like this, you use Intuit Online Payroll.

If your sign-in screen looks like this, you use Intuit Full Service Payroll.

Add the employee to your payroll

QuickBooks Online Payroll

  1. Go Workers, then Employees.
  2. Select Add an employee.
  3. Enter the employee's info, and select Done.

Intuit Online Payroll

  1. Go to Employees and select Add an Employee.
  2. Enter the employee's info.
  3. Select Continue.

Tip: If you need help setting up your employee, check out these helpful topics.

Edit an employee

QuickBooks Online Payroll

Option 1: Update an employee from their Employee profile

  1. Go to Workers, then Employees.
  2. Select the employee's name.
  3. Select Edit ✎ on the section you want to update.
  4. Edit their info and select Done.

Option 2: Update an employee while you run a payroll

  1. On the Run payroll screen, select the employee's name.
  2. Edit their info and select Done.

Intuit Online Payroll

  1. Go Employees and select the employee's name.
  2. Select Edit on the section you want to update.
  3. Select OK to save.

Helpful links for working with new employees

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