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QuickBooks Workforce

QuickBooks Workforce has upgraded their features to now include a self-service portal where employees can complete their own personal information, W-4’s and direct deposit information. This will help improve accuracy of information. Employees will be able to view paystubs and W-2 thru their QuickBooks Workforce account. 

Required information to invite a new employee to QuickBooks Workforce is:

  • First and Last Name

  • E-mail Address

  • Rate of pay

  • Date of hire

The employee will receive an e-mail with the subject line [Business name] has invited you to view your pay stubs online or [Business name] needs info to get you paid. If the employee doesn’t see the invite, check their spam folder.

  • Open the email, then select Create account or Sign in to accept the invitation

Important to note for employees:

  • If the employee already has a QuickBooks Workforce account, they can still accept another invite from your business as a new employer. Employee should provide the same email address they used for the existing QuickBooks Workforce account.

  • If the employee has access to QuickBooks Online, they will need to use a different email address for their QuickBooks Workforce account. We recommend using your work email address for QuickBooks Online and your personal email for Workforce

Fill in all requested info: personal, W-4, and bank account. Bank account only appears if the company has selected to pay via direct deposit. Employee should check all their info to make sure it's correct and sign the W-4. Select Save or Submit.

Employees can receive an email reminder every time their new pay stub is available.  To set up this feature:

  1. Go to

  2. Go to Settings ⚙.

  3. Select Email Notification.

  4. Select Send me an email when new pay stubs are available.

Employer receives a notification when the employee has completed their online profile with QuickBooks Workforce.