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R
renee.cowan1
December 15, 2023
Question

New employee gets error message when trying to login to workforce for the first time. No account setup?

  • December 15, 2023
  • 13 replies
  • 121 views
How to correct no account setup for new employee in workforce?

13 replies

ShyMae
ShyMaeQuickBooks Team
QuickBooks Team
December 15, 2023

Hi there, Renee. I'm here to help your employee log in to the QuickBooks Workforce successfully. 

 

Please know that you'll need to invite your employees so that they can sign in. They'll receive an email with a link to set up and use QuickBooks Workforce. Once set up, they can add their personal information.

 

You can share these steps with your employees to set up their Workforce account.

 

  1. Look for an email with the subject [Business name] has invited you to view your pay stubs online. Check your spam folder or inform your employer if you don't see the invite. They may input an incorrect email.
  2. Open the email, select Create account, or Sign in to accept the invitation
  3. Create an Intuit account with your email and a password. If you already have an Intuit account, such as a previous QuickBooks Workforce, TurboTax, or Mint account, sign in with that email address and password.

 

After an employee accepts the email invitation, they can create their Intuit account. This allows them to manage their user ID, personal settings, and security information.

 

Refer to this article for more information: Set up your QuickBooks Workforce account. 

 

On the other hand, if the issue persists, let your employee access the link and log in to a private window to rule out browser-related issues. Here are the keyboard shortcuts:

 

  • Google Chrome and Microsoft Edge: Ctrl+ Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Option + P

 

If it's successful, let them return to their regular browser and clear the cache. Occasionally, the accumulated cache and cookies in the system can become outdated or corrupted, leading to unexpected behaviors. Additionally, they can switch to other supported browsers that are already installed, which is also a good alternative.

 

I'd also like to ask the exact error message received along with a screenshot of it, if possible.

 

Meanwhile, QuickBooks Workforce allows you to update and manage your personal information easily. You can add new data, such as your name, address, phone number, or email address. This feature is handy for employees who need to keep their details up-to-date.

 

You can reach out to me again if you need further assistance in getting your employee signed in. I've always got your back, Renee. 

L
LKBeer
February 9, 2024

I'm getting the same error message - tried all your fixes to no avail. I've attached a screenshot of the error message. 

 

Any help is greatly appreciated!

 

Lee Beer

    L
    LeizylMQuickBooks Team
    QuickBooks Team
    February 9, 2024

    I understand the importance of accessing QuickBooks Workforce, Lee. I'm here to share some information that could help you fix this. 


    If you have QuickBooks Online access, you should use a separate email address for your QuickBooks Workforce account. It's best to use your work email for QuickBooks Online and your personal email for Workforce.

     

    For detailed information, refer to this article: Set up your QuickBooks Workforce account.

     

    Whenever you're ready, resend another invitation to QuickBooks Workforce using your personal email and set up your account.

     

    I'm adding these articles you can use in the future:

     

     

    We're only a few clicks away if you need further assistance with your QuickBooks Workforce account. It's always our pleasure to help you out again.

    R
    rog7007
    February 13, 2024

    I ca not find a topic that addresses my issue.

    I am the employer and an employee.

    I can not log in as the employee.

    It tells me wrong password.

    I say forgot it. Select a new one then it tells me it wrong again.

    Having done this about 6 times I give up.

    It now says i need to talk to my employer.

    Great thats me so I should talk to myself!

    R
    Rasa-LilaMQuickBooks Team
    QuickBooks Team
    February 13, 2024

    Thank you for bringing this to our attention, rog7007.

     

    I recognize your challenges while trying to log in to QuickBooks Workforce. Let me connect you to the appropriate channel that can promptly assist you in resolving your concern.

     

    We'll have to review your account setup to pinpoint the source of the problem. Since we prioritize the security of your information, I recommend contacting our Payroll Support Team. 

     

    Our specialist will conduct a screen-sharing session to investigate the reason behind the error message stating that the password is incorrect. They'll guide you through the entire process of applying a permanent solution once it's available. 

     

    Contact us through the web browser:

    1. Go to Help and click the Contact Us button.
    2. Select Chat with us.
    3. Enter your email address, name, and question.
    4. Select Start Chat.

    Workforce mobile app:

    1. Tap Help and click the Contact Us button.
    2. Enter your email address, name, and question.
    3. Choose Start Chat.

     

    To gain further insights into the most convenient time to reach out to our Payroll team, check out this article: Contact Payroll Support.

     

    Furthermore, these resources provide comprehensive solutions for resolving sign-in problems in QuickBooks Workforce, detailed instructions on accessing and printing your pay stubs online, as well as obtaining your W-2s. Please feel free to access each article to gain a complete understanding of the process:

     

     

    If you still encounter hiccups logging in to your QuickBooks Workforce account or need assistance navigating through the product, drop a comment below and tag my name. I'm always ready to provide the assistance you need. Have a good one, rog7007.

    S
    SSLee1
    June 13, 2024
     

    My employee is set up and has been able to view his paystubs in the past; now he cannot and I'm unable to resend an invite because he is already signed up. The attached message is what he receives: "We can't get your info. Your employer isn't connected to QuickBooks Payroll." That is not the case; we are connected and other employees, including myself, are able to log in and do not get this message. Is there a difference with logging in on a mobile device vs. a computer?

     

    C
    CharleneMaeFQuickBooks Team
    QuickBooks Team
    June 13, 2024

    My goal is to help your employee access their paycheck, SSLee1. I'll share the possible causes of the error and fixes to rectify this.

     

    There's no difference between logging into the Workforce app via a computer or a mobile device. Let's ensure there are no changes made to your employee's profile. It can cause access issues.

     

    If you haven't, a slow internet connection, an incompatible Operating System (OS), or excessive stored data are the most common reasons why the error message occurs. Let's work together to determine the exact cause and resolve the problem. I'll lay down the troubleshooting steps below.

     

    First, I suggest asking your employee to run a speed test to ensure they have a fast and secure connection to open the app and view the paychecks.

     

    Then, make sure the phone's Operating System is supported. If they're using an iPhone or iPad, use the 9.3 or later. For Android Phone & Tablet, have 4.1 or later.

     

    If the issue persists, let's clear the app's cache. It retains data, which can cause an unusual response to the system. I'll show you how:

     

    Android: 

     

    1. From the device's Settings, select Apps (varies by device).
    2. Choose the Workforce app from the list.
    3. Select Storage. 
    4. Tap Clear cache.

     

    iOS:

     

    1. From the device's Settings, select Setting General iPhone Storage.
    2. Choose the Workforce app. 
    3. Then, clear the cache to free up the storage without deleting the documents and data for the app.

     

    Aside from that, using outdated Workforce software can also affect the app's performance. Make sure it's updated to the latest version. Out-of-date programs tend to cause errors or issues while working.

     

    If none of this fixes the problem, I recommend asking your employee to access the program using a computer. The error prompt continues to occur, I suggest asking them to follow the steps below:

     

    1. Access the app via an incognito window. It doesn't store cache data, which is a good place to determine if this is the cause.
    2. Once logged in, clear the browser's cache to improve the program's performance.
    3. They can also use other supported browsers if the error persists.

     

    In case none of these solutions fix the error, I recommend deleting the access given to your employee. Then, resend a new one using another email.

     

    Once your employee can view the paystubs, they can also print their W-2s online or through the QuickBooks Workforce mobile app for convenience.

     

    I'm still here to help you whether you need help running payroll, paying taxes, or editing employees' profiles. Kindly click the Reply button below to enter any queries. 

      M
      mongin
      April 16, 2026

      we previously had an employee named Maria who worked with us at the beginning of the business and is no longer with the company. We now have a different employee with the same name.

      When the current Maria attempted to log into the system, she received a message stating that the account could not be found.

      It’s possible there may be a mix-up or that a new account needs to be created or properly assigned. Please advise on how to proceed so we can ensure she has the correct access.

       

      A
      AdonLQuickBooks Team
      QuickBooks Team
      April 16, 2026

      Hello there, Mongin. I recommend verifying that your new employee has completed the setup after accepting your invitation to ensure seamless access to QuickBooks Workforce via the mobile app or any web browser.

       

      However, if you've already done so, you may consider deleting or deactivating the old employee to ensure the previous record won't interfere with the new one.

       

      To proceed, log in to your QuickBooks account and go to Payroll > Employees. Select the Filter dropdown and choose All employees to locate the old employee in the list. Once you find the old record, click the ellipsis icon (three dots aligned) under the Actions column.

       

      To learn more about managing duplicate employees, please refer to steps 2-3 in this article: Fix "the name supplied already exists" error message.

       

      I'm all ears if you have further questions as you set up your employees!

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