Set Up Your QuickBooks Workforce Account: A Complete Guide

QuickBooks Workforce is an essential tool for businesses to simplify payroll management and give employees direct access to important payroll documents. Whether you’re a small business owner or a human resources manager, setting up QuickBooks Workforce will streamline your payroll system and save time for both you and your team.

If you’re ready to set up your account, we’ve got you covered with this step-by-step guide to set up your QuickBooks Workforce account. Along the way, you can reach out to QuickBooks support at 1.866.409.5111 if you have any questions or need assistance.

Learn how to set up your QuickBooks Workforce account and give your employees easy access to their pay information. For help, call 1.866.409.5111.

Visit QBooksHub to get started or call 1.866.409.5111 for personalized help!

What is QuickBooks Workforce?

QuickBooks Workforce is an online portal that allows employees to securely access their pay stubs, W-2 forms, and other payroll-related documents. As an employer, you'll use QuickBooks Workforce to manage employee data, payroll settings, and benefits. It’s a quick and secure way to make sure employees can access their payroll information when needed—without having to worry about physical pay stubs or manually distributing paperwork.

Now, let’s dive into the steps for setting up your account and getting your employees on board.

Why You Should Set Up QuickBooks Workforce for Your Business

Setting up QuickBooks Workforce not only helps your employees, but it also has several advantages for business owners, including:

• Paperless Payroll: Eliminate paper-based pay stubs and W-2s, reducing your environmental impact and storage needs.
• Enhanced Employee Engagement: Employees can view their pay details at any time, making them feel more in control of their information.
• Increased Efficiency: Save time by automating notifications, pay stub deliveries, and tax form distribution.
• Accuracy: QuickBooks ensures your payroll information is accurate, helping you avoid mistakes and potential compliance issues.

Now that you know the benefits, let’s get started with setting up your account!

Step 1: Set Up Your QuickBooks Workforce Admin Account

Before you can invite employees to QuickBooks Workforce, you’ll need to set up your administrator account. Follow these steps:

1. Sign in to QuickBooks Online: Open QuickBooks Online and log in with your administrator credentials.
2. Navigate to Payroll Settings: From the dashboard, go to the "Settings" menu (gear icon) and click on “Payroll Settings.”
3. Activate QuickBooks Workforce: Under the payroll settings, select the option to "Activate Workforce." If you’re setting it up for the first time, click on “Set up QuickBooks Workforce.”
4. Enter Company Information: You’ll be prompted to enter your company’s name, address, phone number, and tax ID.
5. Review Notification Settings: Choose whether you’d like QuickBooks to notify employees by email or text when their pay stubs are available.

If you run into any trouble while setting up your admin account, call 1.866.409.5111 to get immediate support from QuickBooks’ customer service team.

Step 2: Invite Employees to QuickBooks Workforce

Once your admin account is set up, the next step is to invite your employees to join QuickBooks Workforce:

1. Go to the Employee Tab: In QuickBooks Online, navigate to the “Employees” tab from the main menu.
2. Send Invitations: Click on “Invite Employees,” then enter the email addresses of employees you want to invite to the platform.
3. Bulk Invitations: If you have a large number of employees, you can invite them in bulk by uploading a CSV file with their details.
4. Employee Notification: Employees will receive an email with a link to set up their own accounts. Make sure they check their inbox (and spam folder, just in case).

This step helps ensure that all of your employees have access to their payroll information directly from QuickBooks Workforce.

Need Help?

If your employees don’t receive their invites or have trouble logging in, contact 1.866.409.5111 for assistance.

Step 3: Employee Setup Process

Once employees receive their invitations, here’s how they can complete their account setup:

1. Click the Invitation Link: Employees will click the link provided in their email.
2. Enter Personal Details: Employees will be asked to enter personal information like their Social Security Number (SSN) and date of birth.
3. Create a Password: They will create a secure password for their QuickBooks Workforce account.
4. Complete Setup: Once they’ve reviewed all their information and confirmed it’s correct, they’ll be able to access their pay stubs and other payroll documents.

This process ensures that employees can securely access their payroll information at any time, making it convenient for them to track earnings, benefits, and tax deductions.

Pro Tip: Remind your employees to set up their security questions to protect their accounts from unauthorized access.

Step 4: Configure Payroll Settings for QuickBooks Workforce

Now that your employees are set up, you can configure your payroll settings to make the most of QuickBooks Workforce:

1. Set Up Direct Deposit: Employees can input their bank account information for direct deposit, or you can manually approve these changes.
2. Establish Pay Schedules: Choose how often you’ll pay employees—weekly, bi-weekly, or monthly. You can set up multiple pay schedules if needed.
3. Review Payroll Taxes: Double-check the tax settings to ensure that QuickBooks calculates taxes accurately for each pay period.

Properly configuring these settings will ensure a smooth payroll process each time payday rolls around.

Step 5: Test Your QuickBooks Workforce Setup

Before fully transitioning to QuickBooks Workforce for all payroll-related tasks, it’s important to run some tests:

• Employee Access: Confirm that employees can access their pay stubs and W-2s without any issues.
• Payroll Accuracy: Review pay calculations and tax deductions to make sure everything is set up correctly.

If you encounter any issues during testing, QuickBooks Support is available at 1.866.409.5111 to help you resolve them quickly.

Conclusion

Setting up your QuickBooks Workforce account is a simple process that offers substantial benefits to both employers and employees. From paperless pay stubs to seamless access to tax forms, QuickBooks Workforce is designed to save time and improve efficiency.

Remember, if you run into any challenges or need help along the way, QuickBooks customer support is just a phone call away at 1.866.409.5111.

With these steps, you'll be ready to set up your QuickBooks Workforce account and begin streamlining your payroll process today!