How to Use Intuit QuickBooks Workforce to Give Employees Access to Pay Stubs and Tax Forms
Another employee just emailed asking for a pay stub, someone else needs their W-2 for taxes, and now HR is digging through payroll records again to resend documents manually.
As teams grow, handling payroll document requests one by one quickly becomes repetitive and time-consuming. Intuit QuickBooks Workforce helps simplify this by giving employees secure access to their own pay stubs, W-2s, and payroll information through a self-service portal.
This guide walks through how to set up employee access in QuickBooks Workforce so your team can access payroll documents on their own with less manual back and forth.
Can Employees Access Pay Stubs and Tax Forms in QuickBooks Workforce?
Yes. Employees can access their pay stubs and tax forms, including W-2s, through QuickBooks Workforce once they’ve been invited and finished setting up their Workforce account.
Employees can then view payroll documents through both the Workforce web portal and mobile app.
How to Invite Employees to QuickBooks Workforce to See Their Pay Stubs and Tax Forms (W-2s)
Here’s how you can invite employees to Workforce and set up employee access inside QuickBooks Payroll.
Step 1: Confirm employee information is complete
Before sending Workforce invitations, confirm each employee profile has:
- First and last name
- Email address
- Hire date
- Payroll profile information
Employee email addresses must be accurate since Workforce invitations are sent through email.
Step 2: Run payroll before inviting employees
Employees can only view pay stubs and payroll information that have already been processed through QuickBooks Payroll. Running payroll first ensures employees can immediately access payroll records after setting up Workforce.
Step 3: Send Workforce invitations
Go to Payroll → Employees, then select the employee you want to invite. Inside the employee profile, choose Invite to Workforce to send the invitation email.
Employees will receive instructions to create or sign in to their Intuit account so they can access Workforce and view their pay stubs, W-2s, and payroll documents online. If you need to invite multiple employees at once, QuickBooks also allows batch invitations.
Step 4: Configure employee self-service permissions
Go to Settings → Payroll Settings → Workforce Settings to manage which self-service features employees can access inside Workforce.
Administrators can allow employees to view pay stubs, W-2s, and year-to-date payroll information, while also deciding whether employees can update direct deposit details, W-4 withholding information, and personal contact details themselves.
Step 5: Enable paperless W-2 access
Employees who want digital W-2 delivery must consent to electronic delivery during Workforce account setup.
Once enabled, employees can access:
- W-2s
- W-2c forms
- Tax documents
through the Workforce portal during tax season.
Employees who do not opt in will continue receiving paper W-2 forms by mail.
Step 6: Help employees complete Workforce setup
Employees will receive an email invitation with instructions to:
- Create or sign in to their Intuit account
- Access Workforce through the web or mobile app
- View pay stubs and W-2s
Employees with existing Intuit accounts should use the correct email address tied to their Workforce invitation.
Step 7: Resend invitations when needed
If an employee does not receive or accept their invitation, administrators can resend the Workforce invitation directly from the employee management section inside QuickBooks Payroll.
You can also update the employee’s email address before resending the invitation if needed.
Step 8: Review employee access status
After invitations are sent, monitor employee invitation and access status through Payroll → Employees. This allows administrators to confirm which employees have accepted their invitations and identify employees who may still need follow-up assistance.
Things to Keep in Mind When Employees Access Their Pay Stubs and W-2s in QuickBooks Workforce
Here are a few common setup issues, best practices, and expectations to keep in mind when employees access pay stubs and W-2s through QuickBooks Workforce.
Common Setup Issues
Employees may not receive Workforce invitations if the email address on file is incorrect or outdated. Some employees may also accidentally sign in using a different Intuit account than the one tied to their Workforce invitation.
Best Practices
Run payroll before sending Workforce invitations so employees can immediately access pay stubs after setup. It also helps to remind employees to opt in to paperless W-2 delivery during account setup.
What Success Looks Like
Once Workforce is fully set up, employees should be able to access pay stubs and W-2s on their own without repeatedly contacting HR or payroll administrators for payroll documents.
Final Thoughts
Setting up employee access to pay stubs and W-2s in QuickBooks Workforce can help reduce repetitive payroll requests while making payroll documents easier for employees to access throughout the year.
If you want employees to access payroll documents on mobile devices, you can also explore the QuickBooks Workforce app. For additional payroll and business management resources, feel free to explore QuickBooks and the rest of their business resource center. Good luck with your Workforce setup and employee payroll rollout.
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