Setting Up QuickBooks Workforce in QuickBooks Desktop: Simplifying Payroll Communication

3 min readJul 9, 2024

QuickBooks Workforce enables employees to view and manage their payroll information online, including pay stubs, W-2s, and personal details. It eliminates the need for physical distribution of pay stubs and enhances payroll transparency and accessibility for both employers and employees.

Steps to Set Up QuickBooks Workforce in QuickBooks Desktop

Enable QuickBooks Workforce:

Ensure you have an active QuickBooks Desktop Payroll subscription.
Open QuickBooks Desktop and go to the Employees menu.

Set Up Payroll Preferences:

Navigate to the Edit menu and select Preferences.
Choose Payroll & Employees and then go to the Company Preferences tab.
Check the box next to “QuickBooks Workforce” to enable the feature.

Invite Employees to QuickBooks Workforce:

Go to the Employees menu and select Manage Payroll Cloud Services.
Choose View/Edit Employees and then click on Add Employees.

Enter Employee Email Addresses:

Enter the email addresses of employees you want to invite to QuickBooks Workforce.
Employees will receive an email invitation with instructions on how to set up their QuickBooks Workforce account.

Employee Registration:

Employees should follow the link in the invitation email to register for QuickBooks Workforce.
They will create a username and password to access their pay stubs and W-2s online.

Accessing QuickBooks Workforce:

Once registered, employees can log in to QuickBooks Workforce using their credentials.
They can view and download their pay stubs, W-2 forms, and other payroll-related information directly from the portal.

Benefits of QuickBooks Workforce

Accessibility: Employees can access their pay information anytime, anywhere, reducing inquiries and administrative tasks for payroll administrators.
Transparency: Enhances transparency by providing employees with detailed insights into their earnings and deductions.
Efficiency: Reduces the need for paper-based pay stubs and simplifies payroll distribution processes.

Best Practices for Using QuickBooks Workforce

Regular Updates: Ensure that employee information and payroll details are regularly updated in QuickBooks to maintain accuracy.
Security Measures: Implement strong password policies and educate employees on data security best practices when using QuickBooks Workforce.
Training and Support: Provide training to employees on how to navigate QuickBooks Workforce effectively to access their pay information.

Conclusion

Setting up QuickBooks Workforce in QuickBooks Desktop is a straightforward process that enhances payroll management and improves employee satisfaction by providing convenient access to pay stubs and W-2s online. By following these steps and best practices, businesses can streamline payroll processes, increase transparency, and reduce administrative burden associated with payroll distribution. Embrace QuickBooks Workforce to modernize your payroll communication and empower employees with convenient access to their payroll information anytime, anywhere.