QuickBooks Online Payroll has released updates that allow employers to easily add their employees using the Employee Self-Setup (ESS) feature, schen1.

These enhancements simplify employee onboarding while strengthening data security and regulatory compliance. You will see:

• New UI elements and a more intuitive experience to guide users when selecting and using ESS over manual setup.
• Employers can now monitor an employee’s ESS progress directly from the payroll dashboard, ensuring visibility.

We understand that flexibility is essential to you, so you still have the option to enter your employees manually when needed. You can check out this resource for more details: Manage Employee Self Setup (ESS) on the Payroll platform as an employer.

Feel free to post again if you need help with other concerns, and we're always here to assist you.

Hi Glinette

Our payroll software stating - Manual entry is transitioning to Employee Self Setup to streamline how employee information is collected starting 2025/08/29. We are still able to complete onboarding manually after the self setup is initiated, by our preference would be making the manual entry directly without employee needing to make self setup we will provide Employee access to their paystub and vacation. Please confirm if we were still able to do full manual set up without requiring Employee self setup.

Hi Glinette

Our payroll software stating - Manual entry is transitioning to Employee Self Setup to streamline how employee information is collected starting 2025/08/29. We are still able to complete onboarding manually after the self setup is initiated, by our preference would be making the manual entry directly without employee needing to make self setup we will provide Employee access to their paystub and vacation. Please confirm if we were still able to do full manual set up without requiring Employee self setup.  

Thanks 

Hello! @schen1. I can certainly confirm the change for you.

Starting August 29, 2025, the option for a full manual setup of new employees will change. The new process will require you to initiate Employee Self Setup by sending an invitation to the employee.

Although the initial self-setup step is mandatory, you can still manually complete the onboarding information after the employee has started the process.

This new workflow ensures employees can access their pay stubs and vacation information, while you maintain control over the remaining data entry.

If you have any questions, let us know in the comments.

Could I please check to what extended the Employee self-set up will go, can we fill all the information for the Employee but only sending them email invite for review of the file, paystubs etc?

Thanks, 

Hi, Schen1.

Based on your questions, here’s some information about the Employee Self Setup (ESS) feature in QuickBooks Online

When you invite an employee to use ESS, you can pre-fill their First Name, Last Name, Email Address, Mobile Number, and Employee Self Setup notification reminder. After that, an email will be sent to the employee containing instructions on how they can complete onboarding.

For your second question, for now, yes, you can still collect the employees' onboarding information and manually enter it yourself. Ensure you have all employee details ready, such as personal information, tax details, and bank account information, before proceeding.

However, keep in mind that manual entry in QuickBooks is transitioning to Employee Self Setup to help you maintain compliance with ease, as employees securely manage their own details, creating a clear and traceable record.

Let us know in the comments below if you have any other questions about QuickBooks.