# How to Set Up QuickBooks Workforce in QuickBooks Desktop?
QuickBooks Workforce is a mobile app designed for employees who use QuickBooks Payroll or QuickBooks Time (formerly TSheets) from Intuit. It allows them to conveniently access their pay information and manage their work hours on the go.


**Here's a quick rundown of what employees can do with QuickBooks Workforce:**

* View paystubs, W-2s, and other earning details.
* Clock in and out of work shifts, even offline.
* Submit and track requests for paid time off, sick leave, and holidays.
*
* Manage timesheets by editing entries and viewing job schedules.
* Switch between jobs, pause work tracking, or take breaks during shifts.

## What are the advantages of QuickBooks Workforce for business?

**Here are few top advantages of QuickBooks Workforce for your businesses finances:**

**Improved Employee Self-Service:** QuickBooks Workforce empowers employees to manage their work schedules, timesheets, and payroll information independently. This reduces the burden on HR for answering basic inquiries and allows them to focus on more strategic tasks.

**Enhanced Accuracy and Time Tracking:** Employees can clock in and out directly through the app, even offline, minimizing errors and ensuring accurate timekeeping. This simplifies payroll processing and reduces the risk of disputes.

**Streamlined Paid Time Off Management:** Employees can submit and track requests for paid time off, sick leave, and holidays directly through the app. This provides a central platform for managing PTO requests and improves visibility into staffing needs

**Increased Transparency and Communication:** Employees have real-time access to their paystubs and earning details, fostering transparency and trust. The app also allows for communication regarding schedules and job updates, keeping everyone informed.

**Reduced Administrative Costs:** By automating tasks like timesheet submission and PTO requests, [QuickBooks Workforce saves businesses time](https://accountinginfos.hashnode.dev/5-ways-quickbooks-can-streamline-your-business-finances) and money on administrative tasks.

Improved Employee Satisfaction: Easy access to work information and the ability to manage schedules can contribute to increased employee satisfaction and a more positive work experience.

## What type of businesses need QuickBooks Workforce?

**Businesses that use QuickBooks Payroll or QuickBooks Time:** Since it integrates seamlessly with these Intuit products, QuickBooks Workforce is most useful for businesses already subscribed to those services.

**Businesses with Deskless or Mobile Workforces:** QuickBooks Workforce is ideal for companies with employees who work remotely, outside the office, or have flexible schedules. The mobile app allows them to easily track and manage their hours from anywhere.

**Here are some additional factors to consider:**
Business Size: While beneficial for any size, QuickBooks Workforce can be particularly [helpful for small and medium businesses](https://medium.com/@livepersonquickbooks/quickbooks-online-vs-desktop-which-is-best-for-your-business-in-2024-603f993d6de8) with limited HR resources.

**Employee Preference:** If your employees value easy access to their work information and prefer a self-service approach, then QuickBooks Workforce can be a valuable tool.

## How to Set Up QuickBooks Workforce in QuickBooks Desktop?

QuickBooks Workforce is a convenient tool that allows employees to access their pay stubs, W-2s, and other payroll-related information online. As an employer, you can set up QuickBooks Workforce for your team effortlessly.

### Here’s a step-by-step guide to get you started:
1. Activate QuickBooks Workforce as an Administrator
Sign In to [QuickBooks Desktop](https://nycdepartmentoffinance.powerappsportals.us/forums/general-discussion/057f29fc-6901-ef11-a73d-001dd8305ba3): Log in to QuickBooks Desktop as the QuickBooks Administrator.
1. Navigate to Employees: Click on the “Employees” menu, then select “Employee Center.”
Add Employee Email Addresses: Double-click on the employee you want to invite. In the “Address and Contact” tab, add their email address. Click “Ok.”
2. Invite Employees to QuickBooks Workforce
Option 1: Using QuickBooks Desktop
Log In to QuickBooks Desktop: Sign in to your QuickBooks Desktop account.
Access Workforce: Navigate to the “Workforce” tab within QuickBooks Desktop.
### Set Up Workforce Account:
1. Fill in your company details.
1. Link your employees to their Workforce accounts.
1. Customize access levels as needed.
1. Option 2: Using QuickBooks Online
### Log In to QuickBooks Online: If you’re using QuickBooks Online, follow these steps:
Go to the “Payroll” section.
Select “Employees.”
Click “Add an employee.”
Enter the employee’s name and email address.
### Employee Invitation:
Your employee will automatically receive an email with instructions to set up their Workforce account.
They can view pay stubs, W-2s, and select the paperless W-2 option.

**3. Troubleshoot Sign-In Issues**

If an employee already has a QuickBooks Workforce account with a different employer, ensure they use the same email address.
For QuickBooks Online users, it’s recommended to use a different email address for Workforce (personal email) and QuickBooks Online (work email).
Invitations are valid for up to 30 days. If it’s been longer, request a new invite from your employer.

**4. Turn on Email Notifications**

To receive email reminders when new pay stubs are available:
Go to Workforce.
Click on “Settings” (the gear icon).
Select “Email Notification.”
Choose “Send me an email when new pay stubs are available.”

**5. Why Social Security Numbers?**

QuickBooks Workforce requests social security numbers because they are essential for employment reporting to the IRS, Social Security Administration, and state agencies. Rest assured, your personal information remains secure.

Remember, QuickBooks Workforce streamlines payroll processes, making it easier for both employers and employees. By following these steps, you’ll have your team set up and ready to access their payroll information seamlessly!

## Frequently asked questions related to setting up QuickBooks Workforce in QuickBooks Desktop:

### I sent the invite to my employee, but they didn’t see it. What should I do?

If your employee can’t find their invite:
1. Have them check their spam or junk folder.
1. Make sure their email address is correct.
1. If your employee has access to QuickBooks Online, ensure they use a different email for Workforce than the one they use to sign in to QuickBooks Online.
1. Try resending the invitation again.

### My employee already accepted the invite, but has a new email address. How do I update it?
[Chat with a live person at QuicKBooks](https://sogmt.microsoftcrmportals.com/forums/general-discussion/debdafb0-6801-ef11-a81c-0022489d1ead) so we can assist you. It’s best if you and your employee are available at the same time to complete the process1.

### Can my employees still use QuickBooks Workforce if I cancel my payroll service?

For QuickBooks Online Payroll and QuickBooks Desktop Payroll, employees can still access their pay stubs and other information in QuickBooks Workforce even if you cancel your payroll service1.
Can my employees still see their pay stubs in

### QuickBooks Workforce if I switch payroll service?

Yes, whether you use QuickBooks Online Payroll or QuickBooks Desktop Payroll, your employees can continue to view their pay stubs in QuickBooks Workforce after switching payroll services1.

### Why can’t my employees see their W-2 in QuickBooks Workforce?

**For QuickBooks Online Payroll:**
W-2s are automatically sent to QuickBooks Workforce once Intuit files them. They’re typically available by January 31.
If you disabled W-2s, your employees won’t see them in the Workforce. You can enable this feature in your payroll settings.

**For QuickBooks Desktop Payroll Assisted:**
W-2s are typically available after January 15.
For QuickBooks Desktop Payroll Basic, Standard, and Enhanced:

You need to upload the W-2s when you submit them, allowing employees to access them securely online1.
Remember, QuickBooks Workforce simplifies payroll management, making it easier for both employers and employees. If you have more questions, feel free to ask!