What Is QuickBooks Workforce?
Intuit QuickBooks’ Workforce service makes it much easier for employers to share paycheck information with their employees online. By activating QuickBooks Workforce, you can give your employees control over when and how they want to review their W-2 forms and pay stubs.
This article will cover the high-level ins and outs of the Workforce online portal, how to quickly set up the service for you and your employees to start using it, and the most commonly asked questions regarding the Workforce software that first-time users have.
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What Is QuickBooks Workforce?
The QuickBooks Workforce tool lets employees access and print their W-2 forms and pay stubs online. Once employers set their staff up in QuickBooks Workforce, employees can get notified of their latest paychecks after payroll is run. Your employees can then view their payments online at any time, since Workforce integrates with your company’s existing payroll service.
QuickBooks Workforce will give your employees 24/7 access to their pay stubs and all their required tax information, which used to be under the purview of Intuit’s ViewMyPaycheck service. Intuit has since migrated ViewMyCheck’s features to their Workforce service, although it has maintained the same capabilities and remains functionally identical. Workforce, the same as ViewMyPaycheck, still allows employees to access their pay history and W-2s once they are signed into Workforce or have been invited to use the service by their employer.
How Does QuickBooks Workforce Work?
QuickBooks Workforce simplifies the way employees can access and review their paychecks securely online via a self-service portal. Workforce is a web-based solution that is compatible with any version of Intuit’s QuickBooks 2009 or newer, which means there’s no extra cost attached to it in order to activate it.
Employees who already use Intuit’s payroll and accounting services can simply use their QuickBooks credentials to login and begin using QuickBooks Workforce, once they’ve been invited by their employer. Alternatively, they can choose to make a brand new account once they’ve requested a Workforce signup from Intuit.
Workforce integrates with Intuit’s desktop version of QuickBooks, which means employers can easily toggle on the Workforce service through QuickBooks Desktop’s Payroll Cloud Services window. Once you’ve approved your update in QuickBooks, you can begin inviting your employees to use the Workforce service or notify them that they can now sign in with their existing Intuit QuickBooks credentials themselves.
QuickBooks Online Payroll also allows employers to invite their employees to start using Workforce. All versions of QuickBooks Online Payroll can provide employee access to Workforce as well as the ability for employers to invite employees to begin adding and updating their personal information within Workforce.
Does QuickBooks Workforce Cost Extra?
Existing QuickBooks Desktop users can switch on the QuickBooks Workforce feature at no additional cost to them or their current Intuit QuickBooks subscription plan. Since Workforce is a pre-loaded feature that comes as part of QuickBooks Desktop and QuickBooks Online Payroll, users don’t need to pay for any installation or signup fees if and when they want to activate it.
Employers should bear in mind that they either need the ‘Basic’ or ‘Enhanced’ version of QuickBooks Desktop in order to activate the Workforce service. The same holds true for employers using QuickBooks Online Payroll: there are no additional fees required to activate QuickBooks Workforce through the online payroll version, no matter what version of QuickBooks Online Payroll they’re using.
How To Set Up QuickBooks Workforce
Getting yourself and your employees set up in QuickBooks Workforce is simple and requires following just a few steps. Once your employees have access to the Workforce service, they can start reviewing their pay stubs and W-2s with ease themselves, whenever they need.
Let’s cover the steps you need to follow to get QuickBooks Workforce activated and working for your version of QuickBooks Desktop Payroll. We’ll also briefly cover the steps you need to take if you’re activating QuickBooks Workforce in an Online Payroll version instead.
Step 1: Activate QuickBooks Workforce As An Administrator
QuickBooks Desktop users can immediately activate the Workforce solution from their account as soon as they’re logged in. Before you get started though, double-check that your desktop version is running the latest version release and updates to its payroll features. Otherwise, you or your employees may run into issues when trying to sign in or accept your invitations to start using Workforce.
Once you’re sure that your QuickBooks Desktop has been properly updated, simply access your Manage Payroll Cloud Services window through your Employees tab. You should see the prompt to activate QuickBooks Workforce with an on/off toggle. Toggle Workforce as ‘On’, make sure you save and apply your changes, and return to the main screen of QuickBooks Desktop.
Step 2: Upload Historical Paycheck Data
In order for your employees to actually review their payment documentation, you need to upload their paychecks to QuickBooks Workforce. This step is technically optional and can be skipped if you’ve previously set up QuickBooks Workforce, but for this article, we’ll assume you’re a first time user who still needs to upload your employees’ historical paychecks.
Uploading historical paycheck data is a simple process that can be done following a few simple steps outlined by Intuit on their website. Simply send a void payroll directly to Intuit, make sure you select the appropriate date range for your historical paycheck data and begin uploading and sending the current calendar year paycheck with the PIN you use for Intuit QuickBooks.
Step 3: Invite Your Employees to QuickBooks Workforce
Now that you’ve activated Workforce through your QuickBooks Desktop account, you can start inviting your employees to use Workforce from their own accounts. Navigate to the same Manage Payroll Cloud Services window that you previously used to activate Workforce to invite your employees from a preloaded list.
You can add as many or as few employees as you’d like to invite, provided that they’ve set up their accounts beforehand. Make sure to remind your employees to enable notifications for new pay stubs as they become available on Workforce, as well as to add any necessary personal and financial information such as their W-4s and bank account numbers, if applicable.
Setting Up Workforce via QuickBooks Online Payroll
QuickBooks Online Payroll users can use any version of their QuickBooks service to start using Workforce. Using the Employees section via the Payroll tab, employers can choose to add employees as well as their email address to automatically invite them to review their paychecks.
Through the same Employees section in QuickBooks Online, simply invite the employees you wish to add to Workforce to have them add their information and begin reviewing their W-2s and pay stubs. QuickBooks Online also allows users with the ‘Premium’ and ‘Elite’ plans to use TSheets for time-tracking, for which you will also need to send invitations to employees for access.
QuickBooks Workforce FAQs
Now that you have a solid understanding of what QuickBooks Workforce and how you and your employees can start using it, let’s briefly cover the most commonly asked questions from first-time Workforce users.