Ever feel like managing payroll and your team in QuickBooks is a bit of a puzzle? Don't sweat it! We've rounded up the top 5 frequently asked questions from our community. We'll walk you through everything from getting your team set up in QuickBooks Workforce and printing those important tax forms for an audit, to fixing direct deposit paychecks, handling employee loans, and even finding that direct deposit authorization form. Let's dive in!

1. How do I invite an employee to QuickBooks Workforce?

When inviting your employees to QuickBooks Workforce, it's important to ensure each individual uses a unique email address to prevent potential conflicts during the login process. Here are additional insights and guidance to help you manage this process.

Since one email address corresponds to one employee, you must cancel the current access and resend the invitation to a new email address.

Here’s how:

1. Sign in to your QuickBooks Online account.
2. Click Payroll from the left menu, then select Employees.
3. Choose the employee to whom you need to resend the invitation.
4. Go to the Personal Info section.
5. Next, we’ve invited [employees] to view their pay stubs and W-2s online with the QuickBooks Workforce section, so select Revoke Access.
6. Then, edit the employee’s email address and select Resend Invite.
7. Click Done.

After resending the invitation, your employee will receive a new email invitation. For more guidance, I'm including this article: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more.

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

2. How do I print 941 for an audit?

If QuickBooks  files your payroll forms, you can view and print copies if you need them. Let me show you how:

1.  Log in to your QuickBooks Online account.
2. Go to the Taxes menu and then choose the Payroll Tax tab.
3. Click the Forms tab.
4. Select the 941 forms.
5. Lastly, click the print option. 

For details, please see this article: View and print payroll tax forms.

Additionally, you can also run the Tax & Wage Summary Report to give you a snapshot of your employee's taxable wages. 

Finally, learn how to pay or file state and federal payroll taxes online.

3. How do I edit a paycheck that has already been submitted to direct deposit?

 Editing a direct deposit paycheck will depend on what processing state your payroll is in. We generally offload direct deposits at exactly 5:00 PM Pacific Time, two banking days before the paycheck date. You'll have to void the payment you've submitted before the offload schedule to make any necessary changes to the direct deposit paycheck.

If you're using QuickBooks Desktop Payroll, you'll first need to check the payroll status of the paycheck you want to edit to make sure that it's not yet offloaded. Then, proceed in editing the direct deposit check. For the step-by-step guide, you can refer to this article: How to cancel or stop a Direct Deposit paycheck in QBDT Payroll.

The same goes if you're subscribed to QuickBooks Online Payroll. You'll have to void or delete  the direct deposit check before we offload it so you can make the needed updates. You can refer to this article for full steps: Delete or void paychecks in QBO Payroll.

After voiding and editing, I'd recommend pulling up a payroll report to verify that the update is recorded accordingly. Just go to the Reports menu, select the Employees & Payroll option or Payroll section on the Standard tab to select the one that suits your needs.

To learn more about the deadlines for canceling direct deposit paychecks both in Desktop  and Online Payroll, you can refer to any of the following:

• Can I cancel Direct Deposit payments after they're sent in QuickBooks Online?
• When and how to fix an employee paycheck

4. How do I record a loan to an employee?

We can set up an Other Current Asset account to record the loan you've made to an employee. Here's how:

1. Go to Accounting on the left panel.
2. Within the Chart of Accounts tab, click the New button at the upper-right corner.
3. Choose Other Current Assets in the Account Type and select Employee Cash Advances in the Detail Type.
4. Then, click Save and Close.
   
    

Once done, you can create a deduction item for the repayment. If you don't want to deduct the loan repayment to your employee's paycheck, you can create a deposit for it.

Also, you can check this article for additional details: Set up a loan in QuickBooks Online. Also, I'll add some articles for additional details about handling accounts in the COA:

• Learn how to delete bank, income, and other types of accounts from your chart of accounts.
• Move your chart of accounts to QuickBooks Online. 

5. Where can I find an Employee Direct Deposit Authorization form?

To get started, follow these steps:

1. Sign in to your QuickBooks Online account.
2. Go to the Payroll tab and select Payroll Tax.
3. Click on the Resources option.
   
    

   

4. Scroll down and select Setup Forms.
   
   

5. Select the Employee section and choose the specific employee in the dropdown.

6. Scroll to the Employee Bank Verification section, then click View.

For future reference, you can check out this article to learn how to generate and modify payroll reports in QuickBooks Online: Run payroll reports.

Navigating the intricacies of QuickBooks payroll and team management just got easier. We've addressed key challenges, providing clear instructions for tasks like team setup, tax form printing, direct deposit paycheck adjustments, employee loan management, and accessing authorization forms. These solutions aim to streamline your QuickBooks experience and enhance efficiency.