Changing employees email address in the Payroll Cloud Service if they are already signed up

When an employee has already accepted the Workforce invitation and created their account, you can’t edit their email address directly from the “Manage Payroll Cloud Services” window, QuickBooks locks that field once the invite has been accepted.

Here’s how to handle it properly, depending on your setup:

If you use QuickBooks Desktop Payroll:

1. Go to Employees = Employee Center.

2. Open the employee’s profile.

3. In the Address & Contact tab, update the employee’s email address there — this changes it in your QuickBooks file, but not yet in Workforce.

4. Now, to update Workforce access:

   • Go to Employees = Manage Payroll Cloud Services.

   • Select Clear Credentials or remove the Workforce access for that employee.

   • Then, reinvite the employee using their new email address.

   This sends a new Workforce invite to the updated email.
   The old Workforce login will no longer be linked.

If you use QuickBooks Online Payroll:

1. Go to Payroll = Employees.

2. Click the employee’s name.

3. Select Personal Info, then edit the Email address field.

4. If the employee already accepted their Workforce invite, they’ll need to log in to QuickBooks Workforce and update their email themselves under Settings =  Personal Info = Email Address.

   (You as the employer can’t change it for them once they’ve activated their Workforce account.)

If they’ve lost access to their old email:

If they no longer have access to the previous email and can’t log in, simply:

• Remove the employee’s Workforce access, then

• Reinvite them using the new email address.

That creates a new Workforce login tied to the updated address.

Hi Brian. You can't update the email address in the Manage Payroll Cloud Services screen after an employee has signed up.

The email displayed in Manage Payroll Cloud Services is linked to the employee’s Intuit account. After they accept the invitation, the email you initially entered becomes their official login ID. For security and privacy reasons, only the employee can update their primary login email.

If the email needs to be changed, the employee must update their email through their Workforce portal. You can share this helpful article with them:  Update or change your Intuit Account sign-in information.

Also, please take note to update the employee’s email address in the Employee Center within your QuickBooks Enterprise file to ensure future payroll documents and pay stubs are sent to the correct email.

Feel free to reply below if you have any additional questions. We're here to help!