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How to Setup QuickBooks Workforce in QuickBooks Desktop: A Complete Guide

  • Writer: Fars Geraldino
    Fars Geraldino
  • 6 days ago
  • 3 min read
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Managing payroll efficiently is crucial for any business, and QuickBooks Workforce offers a smart solution to streamline how employees access their paystubs and W-2s. If you're using QuickBooks Desktop Payroll, integrating Workforce is a game-changer. It reduces paper clutter, automates employee access, and simplifies payroll compliance.

In this guide, you'll learn how to setup QuickBooks Workforce in QuickBooks Desktop step-by-step, along with its benefits and requirements.


What is QuickBooks Workforce?


QuickBooks Workforce is a secure, online portal where employees can:

  • View and download paystubs

  • Access W-2 forms during tax season

  • Update personal details (in some cases)

Once invited and activated, employees can access their information 24/7 without needing HR to send documents manually.


This feature is available with QuickBooks Desktop Payroll Enhanced or Assisted Payroll.


Benefits of Using QuickBooks Workforce


Before diving into the setup steps, here are a few reasons why you should use QuickBooks Workforce:


  • Paperless Paystubs & W-2sEliminate printing and mailing—employees get immediate online access.

    Saves Time for HR/Payroll StaffNo more repeated requests for paystubs or W-2s.

  • Improved Employee ExperienceEmployees can view their payroll history from anywhere.

  • Secure Data AccessWorkforce is hosted on Intuit’s secure servers.


Requirements to Use QuickBooks Workforce in Desktop


To use QuickBooks Workforce, you must have:


  • A supported version of QuickBooks Desktop (2021 or later)

  • An active QuickBooks Desktop Payroll Enhanced or Assisted subscription

  • A connected Intuit account

  • Admin access to QuickBooks



How to Setup QuickBooks Workforce in QuickBooks Desktop


Here is the step-by-step process to get QuickBooks Workforce up and running:


Step 1: Sign in to Your Intuit Account


  1. Open QuickBooks Desktop.

  2. Go to Employees > Manage Payroll Cloud Services.

  3. Sign in using your Intuit account credentials (the same one used for payroll services).

  4. In the Payroll Cloud Services window, check the box for “QuickBooks Workforce”.

  5. Click Save Changes.


Step 2: Invite Employees to Workforce


  1. Go to Employees > Employee Center.

  2. Double-click the employee’s name.

  3. Under the “Personal” tab, ensure the email address is correct.

  4. Check the box that says “Invite this employee to view their paystubs and W-2s online.”

  5. Click OK to save.


Once this is done, the employee will receive an email invitation from Intuit. They need to click the link, create an Intuit account (if they don’t already have one), and accept the invite.


Step 3: Verify Employee Access


After employees accept the invitation, they can visit https://workforce.intuit.com anytime to:

  • View current and past paychecks

  • Access tax documents (W-2s)

  • Download paystubs for loans, taxes, or other uses


Troubleshooting QuickBooks Workforce Setup


If you're having trouble enabling or using Workforce, consider the following tips:

  • Make sure you’re logged in as QuickBooks Admin

  • Ensure your payroll subscription is active

  • Check your email firewall or spam folder if employees aren't receiving invitations

  • Re-enter the employee’s email and resend the invite if needed


For help, call our QuickBooks Support line at 1-877-419-2575. Our experts are available to walk you through the process step-by-step.


Final Thoughts


Setting up QuickBooks Workforce in QuickBooks Desktop is one of the easiest ways to improve payroll efficiency, reduce paper usage, and give your employees more control over their payroll documents. The setup is simple, and the benefits are long-lasting.

Don’t wait until tax season to modernize your payroll system—set up QuickBooks Workforce today!


Need Help Setting Up Workforce?


If you're unsure how to get started or are facing setup issues, our certified QuickBooks experts can help.📞 Call 1-877-419-2575 for personalized support.


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