QuickBooks Workforce: A Complete Guide On How To Setup & Use

If payroll management is out of your control and you are ready to invest in your dream business, then QuickBooks Workforce is exactly what you need.

Find out How…

QuickBooks Workforce is a great solution designed to help you grow your company. It is a great option for a single employee, a company, and a company dealing in multiple locations. You will be able to handle your business payroll and taxes. It is best for SMEs due to features like an individual tax returns, payroll management, etc.

We are putting together some key features, a setup guide, and steps to use it. Consider your requirements before selecting a plan for yourself.

What Is QuickBooks Workforce?

QuickBooks Workforce is a software developed by Intuit that allows your employees to access and print the W-2 forms and Pay stubs. After setting up the employees, they will receive an email notification every time you run payroll. It will inform them that they may check their W-2 and Pay stubs online.

If you discontinue the payroll service, employees will be able to access the details for the next year and a half. However, they will not be able to access the paychecks. As a result, ask them to print the paperwork and record it.

You can easily enable the Workforce service on the QuickBooks Desktop accounting software with the help of the Payroll Cloud Service panel.

How To Setup It In QuickBooks Online Payroll?

Setting up employees in QuickBooks Workforce only includes a few simple steps.

Before moving forward, ensure that-

You are logged in as QuickBooks Admin.
Tax tables are updated.
You are using the latest version of QuickBooks.

Follow these steps-

Step 1- Add Your Employees To The Workforce

Here is how to add your employees to the Workforce-

Launch the QB software and go to the Dashboard.
Select the Payroll tab and click on the Employee option.
Then, add a new employee to the list or select one from the list.
Ensure that you have entered the email address.
Finally, invite them to review the paychecks.

Step 2- Ask Your Employees To Setup The Account

Here is how-

Once you send the invitation to your employee, ask them to open the email.
Locate the mail from the list and open it.
Then, click on the link to add more information.
After entering the required information, follow the on-screen prompts.
After that, complete the account setup process.

Step 3- Send Invitation

QuickBooks Online payroll allows Elite and Premium users to use a time-tracking application called TSheets. You will be able to send invir=tations to your employees to access pay stubs or W-2 forms.

How To Setup It In QuickBooks Desktop?

Follow the steps mentioned below to set up the QuickBooks Workforce for your employees-

Step 1- Activate QuickBooks Workforce

First of all, ensure that you are using the current desktop version. After that, follow these steps-

Launch the QuickBooks software on your device.
Click on the Employees tab to continue further.
Then, select the Manage Payroll Cloud Services option.

Locate the QuickBooks Workforce option.
After that, tap the Toggle to switch it on or off.
Save and apply the changes.
Finally, head back to the Dashboard menu.

Step 2- Upload Paycheck Data

Go through the instructions listed below-

Go to the official website of Intuit.
After that, send a Void Payroll to Intuit.
Ensure that you have selected the accurate date range.
Then, upload the paycheck data.
Use the Pin that you use for QB software.
Finally, start sending the paycheck data.

Step 3- Invite Your Employees

Here is how to do so-

Go to the Manage Payroll Cloud Services tab.
Open the Preloaded list of your employees.
Then, select your employees from the list.
Send the Invitation Link to your employees.

Step 4- Ask Your Employees To Setup

After sending the invitation link to your employees, you can ask them to add the required details. Here is how they can perform it-

Open the email application and locate the received email.
Then, click on the link to proceed further.
Fill out the required details and save the details.
After that, ensure that you have entered accurate data.
Enable the Notification option for new Pay Stubs.

Employee’s Guide For QuickBooks Workforce

If you are an employee and your boss tells you to set up a Workforce account on your own, then you can use the steps mentioned here-

Open the email application on your device.
Locate the mail and click on the link within it.
Sign in to the account and set it up.
Then, go to the Paychecks tab to view your Pay Stubs.
Choose a Date range to view any specific pay stubs.
After that, download and save the paychecks on your device.

Pricing: How Much Does It Cost?

Well, you will be glad to hear it.

QuickBooks Workforce will cost you $0.00 because it is absolutely free.

QuickBooks Workforce feature comes with existing QuickBooks Online or Desktop software. You can switch to the QuickBooks Workforce at no additional cost. Current users do not need to pay any signup or installation charges if they want to activate and use it.

Most importantly, you will need the basic or Enhanced versions on QB Desktop to activate this service. At the same time, the workforce is supported in all versions of QuickBooks Online payroll.

Conclusion

QuickBooks Workforce feature makes you in charge of your payroll process. Payroll payouts are always accurate and timely. Make your business time-saving, simple to use, and practical with Workbook.

Facing issues while setting up the Workforce?

We are here to help you. You can fill out the form to request a callback or call our experts. We will help you by offering assistance. It will Quickly resolve the issue.

MWJ Consultancy has a team of certified and experienced experts that are always happy to help you. Get any QuickBooks issue resolved in minutes with the help of our experts.