QuickBooks Workforce Mobile App: Paychecks and Time in One Place
QuickBooks Workforce puts paychecks, W-2s, schedules, and time tracking on an employee's phone. See how access works and what to check when it does not.
The QuickBooks Workforce mobile app is Intuit’s companion for the people on the payroll side of QuickBooks. It puts hours, pay stubs, and year-end forms on an employee’s phone in one place. This page covers what it does, how access works, and what to check when something does not appear.
The employee side of QuickBooks payroll
Once the employer runs payroll, each pay stub appears in the app for that employee. Year-end forms, such as the W-2, show up in the same place once the employer releases them for the year. Teams that track time can clock in and out, review their timesheets, and submit hours for approval.
Schedules and time-off balances appear for teams whose employers use those features. Where an employer enables location with time tracking, a clock-in can carry a GPS stamp.
How does an employee get access?
Access starts with the employer, not with the app store. The employer sends an invite from QuickBooks to each employee’s email address. The employee accepts it, signs in with that same address, and the account links to the company.
Until that invite is accepted, the app shows no pay data. Employees cannot self-register.
Why is a paycheck missing from the app?
A few causes cover most of the reports we see. The invite was never accepted. The employee signed in with a different email than the invite used. Payroll has not been run for that person yet. Or the employer’s payroll settings have the feature switched off.
The fix is usually quick. Have the employer resend the invite from QuickBooks, confirm the email matches the one used to sign in, and update the app. Signing out and back in clears most remaining login hiccups.
Does the app cost employees anything?
The download is free, and employees do not pay a fee. What they see inside depends on the employer’s QuickBooks subscriptions. A company on a payroll subscription gets pay stubs and year-end forms. One that also uses time tracking gets the clock, timesheets, and scheduling tools.
QuickBooks Time users move to the same app
The tools many employees knew from QuickBooks Time, and earlier from TSheets, now live under the Workforce name. Nothing is lost in the move. Anyone holding the older app should install QuickBooks Workforce and sign in with the same account.
A simple rollout plan for a small team
Send invites to every employee before the next pay run, and have each person accept theirs the same week. Ask them to confirm the invite email is the one they will sign in with. After the first payroll, spot check two or three pay stubs in the app. That early check catches access problems before payday questions pile up.