Re-Invite Employee to QuickBooks Workforce

When you invite your employees to use QuickBooks Workforce, they will get an email each time you run payroll so they can see their pay stubs in QuickBooks Workforce. They can also obtain their W-2 forms. Furthermore, the Workforce makes it possible to onboard new hires. You may request that the staff add or change their personal information. This feature is used only in QuickBooks Online Payroll (all versions) and QuickBooks Desktop Payroll Basic and Enhanced. Also, there can be times when you have to re-invite the employees to the Quickbooks workforce.

Anyway, in this article, you will find the answer to both questions. Step by step we will guide you on how to invite and reinvite your employees to Quickbooks Workforce. So, buckle up, we are about to learn something interesting.

How to Send an Invitation to an Employee on Quickbooks Workforce?

Here are the steps for both Online and Desktop versions of Quickbooks Payroll.

Payroll Online in QuickBooks (all versions)

Create a New Employee

  1. Select Payroll, followed by Employees.
  2. Choose the option Add an employee.
  3. Fill in your employee’s details, including their email address. This would prompt the employee to see their pay stubs and W-2s.
  4. Pick Ask this employee to enter their personal, tax, and banking information with QuickBooks Workforce checkbox if you want your new employee to enter their personal information.
  5. Please keep in mind that the employee self-setup option is only open to new hires added after the initial payroll setup phase has been completed and the first payroll has been run.
  6. Choose Done.

For Existing Employees

You may invite several employees or actual employees to access their pay stubs and W-2s at the same time.

  1. Select Payroll, followed by Employees.
  2. Choose Invite to Workforce.
  3. Check the boxes next to the employees’ names that you choose to invite and type their email addresses.
  4. When you’re done, click Send invites.


Your employee will receive an email containing a connection to set up and use QuickBooks Workforce to enter their personal information (if you want this option) and access their pay stubs and W-2s.

When an employee receives the email invitation, they will be allowed to establish their own Intuit account. This gives them the ability to access their own user ID, personal preferences, and security information.

Click Payroll, then Employees to see the state of the employee’s setup. The rank is shown in the employee list.

Quickbooks Desktop Payroll (all versions)

Invite the Employee to Enter their Personal Information

During the initial setup of your QuickBooks Desktop Payroll Basic or Enhanced service, you will ask your employees to enter their personal information. Look at this. For QuickBooks Desktop Payroll, use employee self-setup.

If you use QuickBooks Desktop Payroll Assisted or Standard, employees cannot enter personal information.

Allow Your Employee to Access Their Pay Stubs and W-2 Forms

Step 1: In QuickBooks Desktop, Allow Workforce

Check if you have the most recent version as well as the most recent payroll changes mounted.

  1. Select Employees, followed by Manage Payroll Cloud Services. If you don’t see this, make sure QuickBooks is up to date.
  2. Toggle the QuickBooks Workforce status to ON in the Payroll Cloud Services pane.
  3. Create or validate a PIN to be used to submit payroll data when prompted.
  4. Choose Save Changes.
  5. In the confirmation window, click Return To QuickBooks.
  6. When asked, upload your paycheck information to Intuit the next time you run payroll.

Step 2: Upload Latest Paychecks and W-2s

After running payroll, on the Confirmation and Next Steps screen, click Send to Intuit.

Select Send from the Send/Receive Data pane. Enter your payroll service PIN when asked.

Upload Previous Pay Stubs

Past paychecks created in QuickBooks Desktop can be uploaded for the employees to Quickbooks workforce login. Upload old paychecks after the new payroll procedures to avoid mistakes.

Navigate to File, then Print Forms, and then Print Pay Stubs.

Adjust the date range in the Checks Dated fields in the Select Pay Stubs window to include pay stubs that you choose to send to QuickBooks Workforce.

To avoid mistakes, we recommend choosing only current calendar year paychecks and uploading in batches of 100-200 paychecks at a time.

Click the Send Online button.

Select Send Everything from the Send/Receive Data window and enter your payroll PIN.

W-2s Have to be Uploaded

If you use QuickBooks Desktop Payroll Basic or Enhanced, you must do the following:

Check the box after mailing your W-2s in January. Employees can have safe online access to their W-2 forms by Intuit’s free QuickBooks Workforce portal and Intuit TurboTax.

Step 3: Submit an Invitation to the Employee

Now that you’ve completed the setup, it’s time to welcome your employees.

  1. Select Manage Payroll Cloud Services from the Employees menu.
  2. Make sure QuickBooks Workforce is turned on, then click Invite Employees.
  3. Log in with your Intuit Account. Which should be the account administrator who holds the payroll warrant.
  4. Your employee list will be shown. Choose the people you want to apply to Workforce, and enter their email addresses. They will eligible for Quickbooks workforce sign up.
  5. Select Send Invitation. Once submitted, the Status column should show Invited.

Resend or Cancel an invitation

There may be many reasons that you need to resend or cancel your employee’s QuickBooks Workforce invitation.

  • The original invitation was not received by your employee.
  • Your employee’s email address is incorrect.
  • Your employee has received a new email address.

Payroll Online in QuickBooks (all versions)

Give an invitation to the same email address again

  1. Select Employees from the Payroll menu.
  2. Choose the employee to whom you want to resend the invitation.
  3. Select Resend next to Personal info in the Personal info section. We’ve invited [employee] to use QuickBooks Workforce to access their pay Quickbooks paycheck stubs and W-2s online.
  4. Choose Done. A new invitation will be sent to the employee.

Payroll in QuickBooks Desktop

Repeat the measures outlined in Set up and invite your employee above. Check that their email address is right for them to get QuickBooks paycheck, then click the Send Invite button again.


This was a detailed guide to send and resend an invitation to an employee on Quickbooks Workforce in order for them to receive QuickBooks paychecks. Hope you found it useful and were able to carry out the task.

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