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Quickbooks Desktop Workforce Resend Invite

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Quickbooks Desktop Workforce Resend Invite

QuickBooks Desktop offers a Workforce feature that allows employees to access their pay stubs and W-2s online. However, there are times when an employee does not receive the initial invite, forgets to accept it, or loses access to their Workforce account. In such cases, you may need to resend the invite to ensure they can log in and view their payroll details.

This guide will walk you through the steps to resend a Workforce invite in QuickBooks Desktop and troubleshoot common issues.

What Is QuickBooks Workforce?

QuickBooks Workforce is an online self-service portal where employees can:

  • View and download pay stubs anytime.

  • Access W-2 forms for tax filing.

  • Receive notifications when new pay stubs are available.

To use Workforce, employees must first accept an invitation from their employer. If they haven’t accepted or need another invite, you can resend it manually.

When Should You Resend a Workforce Invite?

You may need to resend the invite if:

  • The employee did not receive the email invitation.

  • The invite was sent to the wrong email address.

  • The employee forgot to accept before the link expired.

  • The employee deleted the email by mistake.

  • There is a technical issue preventing access.

How to Resend a QuickBooks Workforce Invite

Step 1: Open QuickBooks Desktop

  1. Launch QuickBooks Desktop and log in as an Admin or Payroll Manager.

  2. Ensure you have an active payroll subscription and that Workforce is enabled.

Step 2: Access the Employee List

  1. Click on Employees from the top menu.

  2. Select Manage Payroll Cloud Services (if available).

  3. If you do not see this option, go to Employees > Employee Center.

Step 3: Locate the Employee

  1. Find the employee who needs the resend invite.

  2. Click on their name to open their profile details.

Step 4: Resend the Workforce Invitation

  1. Look for the Workforce Invitation Status section.

  2. If the invite is pending or not accepted, click Resend Invite.

  3. Confirm the email address is correct. If necessary, update it before resending.

  4. Click Send Invitation to deliver a new email invite.

Step 5: Notify the Employee

  • Ask the employee to check their inbox and spam/junk folder.

  • Remind them to accept the invite within the expiration period.

  • If they experience issues, they should try opening the link in a different browser.

Troubleshooting Workforce Invitation Issues

1. Employee Still Didn’t Receive the Email

  • Have the employee check their spam or junk folder.

  • Ensure the email is sent to the correct address.

  • If necessary, resend the invite again or use a different email.

2. The Invite Link Has Expired

  • If the employee did not accept the invite on time, the link will no longer work.

  • Simply resend the invite using the steps above.

3. Employee Can’t Access Workforce After Accepting

  • Verify that the employee used the correct login credentials.

  • Have them clear their browser cache or try a different browser.

  • Ensure they are using the correct Workforce login page.

4. The Resend Invite Button Is Missing

  • Check if the employee already accepted the invite.

  • If the button is missing, you may need to remove and re-add the employee to Workforce.

Best Practices for Managing Workforce Invitations

To avoid repeated issues with Workforce invites, follow these best practices:

  • Double-check the employee’s email address before sending an invite.

  • Ask employees to check their email immediately after sending an invite.

  • Encourage employees to set up Workforce accounts as soon as possible.

  • Keep employee records updated in QuickBooks Desktop.

Resending a Workforce invite in QuickBooks Desktop is a simple process that ensures your employees can access their pay stubs and tax forms online. By following these steps, you can quickly resolve any Workforce invitation issues and keep payroll running smoothly.