QuickBooks helps a company handle the details of the employee payroll in an organization. Pay stubs are documents that hold all the information associated with the Employee’s payroll, namely salary structure, taxation, etc. QuickBooks also helps with generating pay stubs that are in compliance with the government’s regulations. QuickBooks has the ability to print multiple pay stubs at a time or a single pay stub every time. The company’s name, address, etc., are included in QuickBooks at the top and bottom of each pay stub printed. If you are trying to figure out how to print pay stubs in QuickBooks Desktop, you’ve come to the right place.

In this quick guide on how to print pay stubs, we will give you step-by-step instructions about how to print pay stubs in QuickBooks. Before we get into answering how do I print pay stubs in QuickBooks Desktop, let us first understand what exactly pay stubs are in QuickBooks Desktop and what importance does it hold?

What Exactly is a Pay Stub?

Pay Stubs are password-protected financial statements. They act as physical proof of financial activities. QuickBooks pay stubs is a feature that lets its customers email pay stubs to its employees. Pay stubs provide significant information about the Employee’s payroll and ensure that they have been paid correctly and the taxes, too, have been accounted for rightly. It also displays the vacation availability, sick time of the Employee, insurance plans of the Employee, etc. A pay stub is often required before financial transactions etc. This process helps you to keep a record of the current as well as year-to-date financial statements.

Importance of Pay Stubs

Pay Stubs are fairly important for keeping track of the financial statements of the Employee. It has multiple benefits of visibility, accountability, and payroll compliance in accordance with the government’s regulations. Employees have the right to see amounts credited or deducted from their salary or gross wages. Besides that, a written record of salary can help your employees with the further processing, if required. It is beneficial even for employers because, as an employer, keeping written records of your employees’ salaries can save a lot of confusion as well as confrontation for you.
Although there is no central law that requires you to print pay stubs for your employees, some states do have provisions that warrant you to keep records of your employees’ financial dealings.

How to Print Pay Stubs in QuickBooks Desktop?

Method 1: Print Pay Stubs with the help of a Paycheck List

The objective to Print Pay Stubs in QuickBooks can be done through a range of methods. There are a number of options to choose from, and customers have a range of alternatives. We’ll inspect each of these alternatives or methods individually. Here are the steps to print pay stubs in QuickBooks Desktop-:

1.) First things first, using the left-hand navigation bar, go to Workers.
2.) In the next step, choose the name of the Employee you want to pay.
3.) On the employees’ page, go on to the Paycheck list.
4.) Proceed further to choose the “Checks to Pay” option.
5.) From the drop-down menu, choose the Batch option.
6.) Finally, click on the print option.

Method 2: Print Pay Stubs in QuickBooks with the help of Bill Payment Stubs

1.) In this method, the user needs to go to the File menu, choose print form, and then bill payment stubs
2.) Depending on how you want to pay the salary, from the drop-down menu of Account Payment, select the option of either a credit card or a cheque.
3.) From the Account drop-down menu, choose a suitable credit card/bank account.
4.) Moving forward, you need to input the time duration by filling in the end and beginning dates.
5.) in the next step, the user needs to choose the cheques for which bill payment stubs are to be printed.
6.) Click the OK button.
7.) Last but not least, you need to verify the printer and specify the number of copies you want to print.

Method 3: Print Pay Stubs in QuickBooks with the help of the QuickBooks Desktop File Menu

1.) The first and the foremost step is that the user needs to go to the File menu and then, print forms and then to the Pay Stubs section.
2.) Using the payroll bank account, then the user needs to fill in the date range, which would include the pay date also.
3.) From the drop-down menu next to the Employee choice, select the Employee option. Here, you can limit the number of employees to a single employee.
4.) Select the column that is available next to Date; now select the pay stub that needs to be printed.
5.) In the preview option, the user can view the pay stubs before printing them.
6.) Select the Preferences option to choose the company and personnel information.
7.) If the user wants to print a message on each stub, the user must fill the information in the corporate message box before he/she prints it on all pay stub boxes.
8.) Lastly, choose the print option to print the pay stubs.

Method 4: Print Pay Stubs in QuickBooks Desktop through Paycheck

Pay Stubs can be printed using paycheck by employing the following steps-:

1.) You need to first access the paycheck on the QuickBooks desktop.
2.) Next step is to click on the print button by selecting the pay stub that you want to be printed.

Method 5: Print Pay Stubs in QuickBooks Desktop through Voucher Printing

The following steps need to be followed for printing pay stubs through Voucher Printing-:
1.) Go to QuickBooks and then choose the Edit option from the menu bar.
2.) From the available drop-down menu, pick the Preferences option.
3.) From the drop-down, select Payroll & Employees.
4.) On the Company Preferences window, choose Full Payroll from the Payroll features section.
5.) Now, click on checkboxes that should be included in the Paycheck Vouchers & Pay Stubs print section.
6.) Select the company name if you want the company name to be printed on the pay stub.
7.) Once done, you need to cross-check and then click on the OK button.

Printing Pay stubs with QuickBooks Online Payroll

Printing Pay Stubs can also be done in QuickBooks Online Payroll. Pay Stubs can be printed for employees by using Online Payroll. Pay Stubs can be printed through QuickBooks Online Payroll using the below-mentioned steps-:

a.) Setting the Options to print pay stubs in QuickBooks

• First things first, click on Payroll Settings
• Next, go to the Preferences tab and then click on the paycheck printing button.
• After that, choose the plain paper stubs option.
• Finally, click on OK.

b.) Printing Payroll Stubs

• From the Workers dialogue box, you need to choose Employees.
• Under the section that says My Payroll, choose Paycheck list.
• Now, you need to select paychecks that need to be printed.
• Finally, click on Print to complete the procedure.

Read Also: How do I find a Missing Transaction in QuickBooks

Wrap Up

The issue of “how do I print pay stubs in QuickBooks Desktop” is something that can be resolved by following the above-mentioned steps, although it can be frustrating at times. The solutions we have provided can fix this issue in no time. Our team of skilled professionals has the technical know-how to understand and resolve your queries and therefore serve you better. For more information, do visit our website Quickbooksorg.com, chat with us or shoot us a mail at info@quickbooksorg.com.

FAQs (Frequently Asked Questions)

Q1. How do I print pay stubs in QuickBooks Desktop 2019 version?

Ans. Pay Stubs can be printed in QuickBooks 2019 from the file menu. Choose File, then go to Print forms and finally Pay Stubs. Now, choose your Payroll Bank account. Employees can be filtered one by one by choosing Employee from the drop-down menu present next to the Employees section. From the column which is beside Date, choose the pay stub that you want to be printed.

Q2. Is the ViewMyPaycheck option in QuickBooks free?

Ans. ViewMyPaycheck option in QuickBooks is absolutely free. All you need is a working browser and QuickBooks 2009 or a later version Intuit account to access this option.

Q3. Can I access pay stubs online?

Ans. Yes, many businesses give online access to their employees for payments received. Employees, on their own, can access their pay stubs and can also print them.

Q4. How can I edit a pay stub in QuickBooks?

Ans. A pay stub in QuickBooks can be edited by following steps. Go to Edit and choose Preferences. Now, choose Payroll & Employees. Choose the pay stub and voucher printing option. In the payroll printing preferences tab, clear the checkboxes. Click on OK twice.

Q5. How can I get my last paycheck stub?

Ans. You can receive your last paycheck stub by simply submitting a request to your former employer. By doing this, you can recover copies of pay stubs or other similar payroll records. You should contact your last Human Resources Department representative, if applicable, at your previous job.

Q6. How do I email pay stubs in QuickBooks online?

Ans. In order to email pay stubs in QuickBooks online, you need to follow the below-mentioned steps-:
a.) Choose the Employees option from the left menu
b.) Choose the name of the Employee and then click on the Paycheque list tab.
c.) Next, locate the pay cheque that you want to email, and then open it by selecting the net pay amount
d.) Lastly, click on Print