Pay stubs in QuickBooks – Learn How To Email, Print & Reset Paystub Password

QuickBooks generates pay stubs that are compliant with your state’s laws. It provides detailed information of your employees’ earnings, benefits, taxes withheld, and the taxes paid by you. Here we have shared complete details about QuickBooks pay stubs where you will get to learn how to print, email, and reset paystub passwords in QuickBooks Online and Desktop. For more info, contact our ProAdvisor toll-free:+1-844-405-0904.

Why are Pay stubs in QuickBooks important

Table of Contents

How to Email Pay Stubs in QuickBooks Online

You can easily email QuickBooks pay stubs to your employees. You just need to follow some guidelines.

For security reasons, QBO doesn’t allow email paystubs directly as an attachment. Paychecks are sent automatically to the Intuit official site. An employee needs to sign in and get the paystubs anytime. And also get a notification for new paystubs. So, follow the steps to manually send the QuickBooks pay stub.

Steps to how to email pay stubs directly to your employees:

  1. Choose Employees to option from the left menu.
  2. Select an Employee and click on the Paycheque list tab.
  3. And then locate the pay cheque you wants to email, and then open it by choosing the Net Pay amount.
  4. Choose Print. Note: If it shows actual paycheck instead of a paystub, then the Paycheck Printing preferences need to change. 

How to Print QuickBooks Pay Stubs in QuickBooks Online.

While printing pay stubs on QuickBooks on a blank paper, the company name, address, and phone number are reflected at the top and base of the page. The QuickBooks paycheck or stubs feature allows you to email pay stubs to employees from the QuickBooks Desktop. QuickBooks print pay stubs act as physical records of paycheck amount and date. Using payroll printing preferences in QuickBooks, you can create QuickBooks Desktop pay stubs with the necessary information that you want employees to have.

Pay Stub in QuickBooks

Now we will learn how to print pay stubs in QuickBooks Online Payroll and Intuit Online Payroll.

For Print Paystub in QuickBooks Online Payroll

Step 1: Set up your pay stub printing preferences

First, you need to set printing preferences. For that:

  1. Go for a Settings icon and choose Payroll settings.
  2. Select Paycheck Printing in the Preference segment.
  3. Choose Plain paper stubs, and click on Ok option.

Step 2: Print pay stubs

  1. Select Employees option on the Workers field.
  2. Choose Paycheck List in My Payroll section.
  3. Choose the paychecks which you’d like to print and choose Print.

Note: Use QuickBooks Workforce and save your time and paper. Invite workers to access their pay stubs online.

Print Pay stub in Intuit Online Payroll Enhanced

Step 1: Set up your pay stub printing preferences

  1. Select Preferences in the Setup section.
  2. Choose Paycheck Printing Settings.
  3. Then choose Plain paper stubs, and OK.

Step 2: Print pay stubs

  1. Choose Paycheck List in the Payday.
  2. Go for the paycheck you want to print and choose View Print.
  3. Click on the Printer icon to print pay stubs.

With QuickBooks Online Payroll Full Service

  • Steps for Immediately after creating a paycheck:
    • Go to the print pay stubs in the confirmation page. The paycheck always opens as a PDF format (Portable Document Format) in a PDF viewer.
    • Later go to the printer symbol to print the paycheck and go with all the on-screen instructions in the PDF viewer.
  • Steps for print a pay stub anytime when you need
    • In the left menu look for the Reports 
    • Click on All and later choose Payroll.
    • Now you will see a list of payroll reports that will show under the payroll drop-down, click on Paycheck List, or insert the report name in the search bar.
    • Click on the checks to print and insert your check number. NOTE: The print button only displays when you only select one or more checks in the paycheck list.
    • Select the Print option. The checks will display in a PDF format
    • Here, be sure your printer is filled with check stock.
    • Now, go to the printer icon under the PDF viewer and go with all the on-screen instructions.

With Intuit Full Service Payroll

  • Steps for Immediately after creating a paycheck:
    • Click on the Print Paychecks in the confirmation page.
    • Make sure to select the employee in the Print Paychecks window
    • Later, select on Print option . Your paycheck will open in a PDF (Portable Document Format) under the PDF viewer.
    • Now go to the printer symbol to print and go with all the on-screen instructions in the PDF viewer.
  • Steps for print a pay stub anytime when you need
    • Go to your Home page under Related Activities look for the View Paycheck List.
    • Click on the checks to print and insert your check number. NOTE: The Print button only displays when you only select one or more checks in the paycheck list.
    • Later, select on print option . Your paycheck will open in a PDF (Portable Document Format) under the PDF viewer.
    • Now, go to the printer icon under the PDF viewer and go with all the on-screen instructions.

How to Print QuickBooks Pay Stubs in QuickBooks Desktop

Method 1: Print through the Paycheck List

  • First, go to the left side navigation bar and click on the Employees.
  • later, click on the Employee name to pay
  • Now, click on ‘Paycheck List’ on the employee’s page
  • Next, you have to select ‘Checks to pay’
  • See the check numbers if they are appropriate.
  • Go to the drop-down arrow and click on the ‘Batch Action’ and click on ‘Print’.

Method 2: Print by Pay Stub and Voucher Printing

  • Open QuickBooks and go to the Menu Bar and later click on ‘Edit’
  • Next, go to the drop-down list and click on ‘Preferences
  • Click on‘Payroll & Employees’
  • Now, go to the ‘Company Preferences’ tab, and click on ‘Full Payroll’ in the QuickBooks Payroll features section
  • Next, look for the ‘Set Preferences for’ section and click on ‘Pay Stub & Voucher Printing’. Now you are on the Payroll Printing Preference windows.
  • Now go to the checkboxes that you want to add in the ‘Paycheck Vouchers & Pay stubs, Print’ section.
  • In case you need the company name to come up on the ‘Pay Stub’, then go to the ‘Legal Company Name’.
  • Once you have chosen all the items then click on the ‘OK’ option.
  • With every paycheck, a Paystub with selected info will print automatically.

Method 3: Print via Bill Payment Stubs

  • First, click on the File menu, and go to the ‘Print Form & click on the Bill Payment stubs’
  • Next, go to the Bill Payment drop-down menu, click on the Credit Card or Check depending on the method for bill payment.
  • Now go to the account drop-down, click on the relevant Bank/Credit Card account
  • Now, insert the opening and end dates in the Dated & amp segment to list payments from a different date range.
  • Click on Checks for which you need to print Bill Payment stubs.
  • Click on OK.
  • In the Print Window, check printer/ font & specify the total number of copies and press Click “Print”.

Print One or More Pay Stubs at Once

  1. First of all click on the File menu and hover over Print Forms & choose Pay Stubs.
  2. Choose your payroll bank account and after that enter the date range that includes the pay date of the pay stubs.
  3. After that, you have to select the pay stubs you want to print in the next column to date. If you want to filter for specific employees, select them from the Employee dropdown.
  4. Click on Preferences if you want to select the company and employee info that will be printed on the pay stub.
  5. If you want to include a message to send with each pay stub, enter text in the Company message to be printed on all pay stubs box.
  6. Select Preview to view pay stubs before you print them. When you’re ready, select Print.

Print a single Pay Stub from a Paycheck

  1. Open the paycheck in QuickBooks Desktop.
  2. Above the check, select the Print icon and then Pay Stub.

If you want to email pay stubs in the QuickBooks Desktop then follow these instructions.

How To Email Pay Stubs in QuickBooks Desktop

Emailing pay stubs to your employees is the way to save your time. Instead of sending paper stubs, you can send pay stubs digitally. This QuickBooks Desktop feature helps you to send pay stubs in the form of PDF to your employee’s email id. Which is password protected. There is no need to worry about the loss of paper pay stubs or no need to take print of it. You and your employees can keep digital records. As a choice, you can let your employees access their pay stubs and W-2s through the web.

Step 1: Update QuickBooks

First, make sure that QuickBooks is updated to the latest release. Also, see that you have the latest version of Adobe Acrobat Reader. QuickBooks uses Adobe to convert pay stubs into PDFs.

Step 2: Verify your email settings

This feature of pay stubs is turned in by default. You have to turn on it before emailing pay stubs.

1. Open QuickBooks, then click on the Edit menu and choose Preference

2. Choose the Send Forms menu and then go for a My Preferences tab.

3. Go to the Send email using the option, then choose one of the options:

  • Choose WebMail, if you are using Gmail, Yahoo, or other email services.
  • Select Outlook if you are using Microsoft Outlook.
  • Or if you want to use the QuickBooks email service, choose QuickBooks Email. If you don’t know then go through this article Setup email services on QuickBooks Desktop.

4. After finishing, click Ok.

Email pay stub

  • Firstly you have to go File menu and choose switch to single-user mode.
  • Now next step is to hover over print forms and then you have to select Pay stubs.
  • After that, you have to select the bank account that is used for payroll.
  • You have to specify a date range for the pay stubs that you need to email.
  • Choose the workers to whom you want to send pay stubs by email. If you don’t want to include a particular person, you can pick that individual and remove the checkmark next to their name.
  • To review each pay stub before sending it, choose Preview. Then Next, choose Email.
  • For each employee’s email and account, QuickBooks generates a password automatically. To provide the receivers with the passwords, make a note of them. To confirm, click OK two times.
  • Each employee’s email address should be entered one at a time. At the conclusion, you’ll get a chance to review them once more.
  • Within the Send Forms window, check the email. The email body, subject line, and To and From fields are all editable. Another option is to choose an email template.
  • Then finally you have to select send now.
Email pay stub

Read also: How to create paychecks in QuickBooks

After you get to know about how to email pay stubs in QuickBooks, now let’s learn how to reset the QuickBooks paystub password.

Password requirement while email pay stubs in QuickBooks Desktop

Following are the password requirements:

  1. There must be the first three characters of the employee’s last name replaced by Employee’s date of birth in MMDDYYYY format.
  2. If the employee’s last name is smaller than 3 characters, recommend using the whole last name (remember don’t add the first name in it). And these three characters must in lower case. The password contains the first letter of the last name uppercase only when the last name was an extended character. Because QuickBooks Desktop does not convert extended characters to lowercase.
  3. Avoid to use non-alpha character is removed in the last name (no dash, space, etc) when creating a password.

How To Reset QuickBooks Paystub Password 

Learn how to reset the employee’s password to access a pay stub. You and your employees can easily reset the QuickBooks paystub password. 

How to Reset the Password for an Employee?

Here are the steps on how you can reset the password for employees to access pay stubs(

Note: and payroll account access login credentials are linked together. If your employee is already set up as a secondary user on your payroll account, this process will also reset their payroll account access password. 

  1. Choose the Employee tab.
  2. Then select Employee’s name.
  3. Select Edit in the Paychecks Record access.
  4. Click on Reset Password.

How does an Employee Reset their own Password

The employee can also reset their password need to follow these given below steps:

  1. Employees need to go
  2. Then select Forget password and give answers for the questions for the security.
  3. Then the employee receives the temporary password.

Note: When the employee reaches the stage to enter the temporary password( it is case sensitive). The best option to enter the error-free password is to copy the password and paste it. You will receive the password through the mail and make sure there is no space before or after the password.

Then to the next step, As I already told that employee receives a password through email, enter the password, and follow the login instructions. 

How to Customize Pay Stubs and Paycheck Vouchers(Steps)

Here you will learn that you are eligible to customize employee pay stubs for displaying the employee information, company addresses, sick, and vacation information. All these details will get it from here by following the steps described below.

To add or remove the information from a pay stub or voucher just go through the steps:

  • Firstly, you have to choose “Edit” and then pick the “Preferences” option by clicking on it
  • After that, choose the “Payroll and Employees”, and then pick the “Company Preferences” tab by clicking on the option.
  • Now you have to choose the “Pay Stub and Voucher Printing” option
  • Perform a few operations to deselect to clear any of the checkboxes inside the “Payroll Printing Preferences” window for showing the information.

Here you will see the List of Items helps you to Select to Print or not to on the Paycheck Vouchers or Pay Stubs:

  1. Vacation and Sick Used (In the Print as a box, you have to enter a term to change how the term prints on the voucher or pay stubs such as PTO or flextime.)
  2. Legal company name
  3. Federal employer identification number
  4. DBA company name
  5. Company phone number
  6. Non-taxable company items
  7. Employee social security number
  8. The last four digits of SSNs and bank account numbers will only appear to you. (Depending upon the state’s requirements, employee SSNs are not removed from the pay stubs, but alternatively you can select the option that only displays the last four digits))
  9. Hours for salaried employees(As per the legal requirements, No one is eligible to remove the salary hours from pay stubs.
  10. Choose either Standard font size or Large font size
  11. Print Intuit logo
  12. Again hit the OK option.
  • Salary or hourly rate
  • Working Hours or hours worked
  • The amount of pay for the period
  • Paying period
  • Employee taxes 
  • Deductions from and additions to wages
  • Taxable company contributions
  • Net pays
  • For the preceding items, check out the Year-to-date amounts
  • Name and address of the Company working for
  • Social Security number of the Employee 

Note: This will represent your state and also check with your state for their legal requirements.

Frequently Asked Questions

How do I View my Pay Stub in QuickBooks Online?

These are the steps to view pay stubs in QuickBooks Online:
1. Log in to the QuickBooks Online account.
2. Select the ‘Workers‘ menu from the left panel of the screen.
3. Click on the ‘Employees‘ option, and go to the ‘Pay‘ tab.
4. Click on the pencil icon to edit it.
5. Now you need to edit the personal details, so click on the ‘Personal Info‘ section to edit it.
6. In that section, add the employee’s email address.
7. And at last, click the ‘Done‘ option.

How to give employees access to pay stubs in QuickBooks Desktop?

Invite the employees with QuickBooks workforce to give access to pay stubs in QuickBooks Desktop

What Should you look for on a Paystub?

Pay stubs usually have the person’s name, address, social security number, and other personal information.

What password must Employees enter to open their email pay stubs?

QuickBooks automatically creates the password when you email pay stubs to employees. You can’t disable this due to the security purpose. While creating the password you need to make follow the pattern given below.
1. The first three characters of the employee’s last name followed by the employee’s date of birth in the DD/MM/YY.  
2. If the last name is shorter than the three characters, use the whole word of your last name. The characters should be in lower case.
3. Any non-alpha, space, and dash are not allowed in the password.

How do I change my paystub email template in QuickBooks for Mac?

You can change the email templates by using Layout Designer to customize forms. Here’s how you can do this:
1. Visit at the top of the form and look for the Current Template.
2. Select an existing template and choose Edit Current Template or New Template.
3. Make changes and click File, then Save or File.
4. Click Save as to save your template.

I hope this article would have cleared your all doubts related to Pay stubs in QuickBooks. But still, if you have any issues then you can find a QuickBooks ProAdvisor by dialing our toll-free number +1-844-405-0904

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