Employees and payroll

Thank you for coming back to the QuickBooks Community, jk28. It seems you're using the QuickBooks Online payroll version. With this, I'll be sharing details to ensure your employees can work on the Workforce account well and be able to invite them to start with.

QuickBooks Workforce in QuickBooks Online is a free and easiest way for your employees to have access to their pay stubs and W-2s any time they need. Every time you run payroll, they’ll receive an email letting them know their pay stubs are available to view and print. They can also view and print their own W-2s at tax time. 

To ensure that your employees can perform the details shared above and to navigate the Workforce account, you'll have to set up and invite them to add some of their personal info through QuickBooks Workforce.

Here's how to invite the newly added employee:

1. Select the Payroll menu at the left panel.
2. Choose the  Employees section.
3. Click the Add an employee.
4. Add your employee's info, including their email address. This will automatically invite your employee to see their pay stubs and W-2s. They'll get an email with instructions to set up their Workforce account.
5. If you want your new employee to add their personal info, click the Ask this employee to enter their personal, tax, and banking info with QuickBooks Workforce checkbox.
6. Press Done.

Please follow the steps below for inviting existing employees:

1. Go to the Payroll menu and select the Employees tab.
2. Choose 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 done, click Send invitations.

Once done, your employee will receive an email with a link to set up and use QuickBooks Workforce to add their personal details. Then, once an employee accepts the invitation, they’ll be able to create their own Intuit account. This authorizes them to handle their own user login credentials and other personal information.

Then, you can share this article with your employees so they'll be able to see different details on how o see your paychecks, W-2s, and personal info in Workforce: View your paychecks and W-2s in QuickBooks Workforce.

Lastly, you may refer to this article to view several payroll reports you can use to view useful information about your business and employees: Run payroll reports.

Feel free to get back here if you have other concerns in managing Workforce in QuickBooks. I'm always here if you need more help. Take care always.