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donald-johnston1
July 4, 2023
Question

How do I invite employees to use the QuickBooks Workforce App?

  • July 4, 2023
  • 1 reply
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1 reply

M
Maybelle_S
July 4, 2023

I'm available to guide you through the process of sending invitations to your employees, donald-johnston1. I will provide you with the necessary steps to complete this task.

 

Through QuickBooks Online Payroll (QBOP), we can send invitations to employees, allowing them to access and print their own pay stubs and W-2s online. Additionally, employees have the option to choose a paperless W-2 if they prefer.

 

QuickBooks Workforce is a great app for your employees to have access to certain payroll information without the need to approach you. This not only saves you time and money but also contributes to an environmentally friendly approach.

 

  • View and print pay stubs and year-to-date info
  • See time off usage and balances
  • Review and print W-2s
  • Opt for an earth-friendly paperless W-2
  • Add or change some personal info, like their name, address, bank account, and tax info
     

If your employee has access to your QuickBooks Online (QBO) account, ensure they use a different email for Workforce than the one they use to sign in to QBO.

 

Here's how:

 

  1. Go to the Payroll menu, and then Employees.
  2. Select Invite to Workforce.
  3. Check the boxes next to the names of the employees you want to invite and enter their email addresses.
  4. When finished, select Send Invitations.

 

Your employee will receive an email with a link to set up and use QuickBooks Workforce. Once set up, they can add their info, (if you selected this option) opt out of a mailed copy of their W-2, and then view their pay stubs and W-2s.

 

Once an employee accepts the invitation in the email, they’ll be able to create their own Intuit account. This allows them to manage their own user ID, personal settings, and security info.


To see the status of your employee’s setup, select Payroll, then Employees. Your employee list shows the status.

 

You might also want to provide this article to your employees: View your paychecks and W-2s in QuickBooks Workforce. This will guide them to see their paychecks, W-2s, and personal info in Workforce.

 

Let me know if you need additional assistance in sending an invite to your employee. I got your back. Have a good one!

S
Shelli 12
October 20, 2023

What about Desktop????

C
ChristieAnn 11
October 20, 2023

Welcome to the QuickBooks Community, Shelli. Let me help you invite your employees to use QuickBooks Workforce in multiple steps depending on the program you're using.

 

If you mean to invite employees to use the Workforce through QuickBooks Desktop for Windows, you'll need to add your employees' email addresses to their profiles. Then you'll set up the invites. This process works for existing employees.

 

Here's how:

 

  1. Sign in to QuickBooks Desktop as the QuickBooks Administrator.
  2. Select Employees, then Employee Center.
  3. Double-click the first employee you want to invite.
  4. Add their email address from the Address and Contact tab. Then, select OK.
  5. Repeat steps 3-4 for all employees you want to invite.
  6. Select Employees and Manage Payroll Cloud Services. If you don’t see Manage Payroll Cloud Services, update QuickBooks. 
  7. From QuickBooks Workforce, turn the status On. Then select Invite Employees. 
  8. Sign in with your Intuit Account. This should be the person who owns the QuickBooks Payroll license. 
  9. Select the employees to add to Workforce and add their email addresses.
  10. Choose Send Invite. Once sent, you should see Invited in the Status column.

 

Once done, you have to upload paychecks after each payroll so your employees can access them in QuickBooks Workforce. You can open this article to see the steps to achieve the process: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Desktop Payroll. This also provides steps on how to invite new employees so they can also use the Workforce.

 

However, if you're referring to inviting employees to use Workforce via QuickBooks Online, you can complete the process by following the steps outlined above. Then, you may share this article to your employees so they can view and print pay stubs in the Workforce mobile app: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce. 

 

Lastly, you can open the articles below if you need to run payroll report in QuickBooks Desktop or Online to view useful info about your business and employees.

 

 

If you're referring to something else, please add them in the comment section. I'm always around to help you further, Shelli. Have a great day!

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