Employees and payroll

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.