QuickBooks Workforce for QuickBooks Desktop

QuickBooks Workforce is a QuickBooks feature that allows you to share paycheck details with your employees. You can send an invite to an employee to view their paycheck, W2s, 1099 form, and other related information online. The employee will be setting up the credentials for accessing their paychecks online. Notifications can be sent to employees when a new paycheck is available for them to view.

How to Setup/Install QuickBooks Workforce

QuickBooks Workforce

Formerly known as ViewMyPaycheck, QuickBooks Workforce is a feature available for all QuickBooks Desktop users. You have to switch on this feature to be able to use it. Once the Workforce is on, you will be able to automate the generation of paychecks and send notifications to your employees.

Instructions to follow to Setup/Use Workforce in QuickBooks Desktop

Setup QuickBooks Workforce

Sending paychecks to employees

Now that Workforce is switched on, you simply have to make sure that you send the paychecks information to Workforce so that your employees can see the paychecks.

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Sending Invitation to Employees in QuickBooks Workforce

Your employees require an invitation to be able to view their paychecks.

If employees do not receive an invite or delete the invite by mistake, then you can resend the invite following the same steps.

When an employee is no longer in your service and you have marked them as terminated, then they will not be able to access their paychecks any longer. It is ideal to inform them beforehand to download their paychecks and W2s before you mark them terminated on QuickBooks.

Every time you run payroll, your employees will get a notification that their paychecks are available. The same will happen for their W2s. Make sure your employees are aware that the W2s are available only from the current tax filing season.

Uploading Historical Paychecks

In addition to making the latest paychecks available to your employees, you may want to upload historical paychecks for your employees to view as well. With QuickBooks Workforce, you can do this by following these steps:

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For Employees – Accepting invitation and viewing your paychecks and W2s

An invite is valid for up to 30 days from the day the employer sends it. The invitation will allow you access to paychecks and W2s on QuickBooks Workforce. If you already have a Workforce account then you can provide your employer with the same email address and access your account for paychecks from the new employer.

To view your W2s, you can click on the W2 menu and view the W2 available. You will only see one W2 for the prior year on January 1st. If your W2 is not available, then you can inform your employer. The W2s are available only if your employer uploads them to the Workforce.

For Employees: Turn on notifications for new paychecks

To receive notifications when your employer uploads the paychecks, you must turn on the notifications from the Workforce.

How to sign up and log in to QuickBooks Workforce

quickbooks workforce

The workforce does not require any special signup or installation. It is already a part of your QuickBooks Desktop if you are using the QuickBooks payroll service. Once it is switched on, you can easily send paychecks to employees after running payroll.

Uses and advantages of QuickBooks Workforce

Transparency-One of the biggest advantages of using QuickBooks Workforce is the transparency it provides to your employees. You will not just be handing out their salaries but also providing them with detailed information about how their salary was calculated. This information can be helpful for many employees and adds transparency to your business.

Cost efficiency – Employers were earlier required to print the paychecks and email them to each employee. This process was tiring and required more resources. With QuickBooks Workforce, employers do not have to deal with such processes at all. It reduces the cost of printing the checks and the time invested in sending each of the paychecks to the employees.

Employee empowerment – Your business can empower employees by providing them with easy access to their paychecks, W2s, and other information like their leave availability. When employees have access to crucial information like this, they feel empowered. This information is available for them just a few clicks away. They can access the Workforce website at any time to view their paychecks and check their gross and net earnings. This is an advantage for the employee as well as the employer.

QuickBooks workforce customer service & phone number for setup and technical support

You can talk to the QuickBooks enterprise support representatives for support on Workforce or for help in using the feature. Phone support is available at +1888-727-4587. Alternatively, you can initiate a chat and talk to a representative online for help with Workforce.

Some customers also choose to go through the product support articles available on the official website to resolve known problems or to learn how to use a feature. You can also email your queries to them or use the Help menu in QuickBooks for help on using QuickBooks Workforce.

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