Print Pay Stubs in QuickBooks

Print Pay Stubs in QuickBooks
Mar 28, 2023      admin      QuickBooks

Knowing how to print pay stubs in QuickBooks can make your business accounting easier. QuickBooks allows users to handle their payroll processes and print pay stubs with ease. Using the payroll product of QuickBooks Desktop or QuickBooks Online, you can produce pay stubs in compliance with your state’s regulations. 

Furthermore, employers can email the pay stubs to their employees using the QuickBooks application. If you are not sure how to get it done, navigating through this post until the end can impart this important information to you. 

Having trouble printing pay stubs? Contact our trained technicians by dialing our helpline number or you can connect us via live chat.

What Do Pay Stubs Mean? 

Pay stubs are basically a detailed breakdown of the employee’s earnings, benefits, taxes withheld, and taxes that are paid by the employers on their behalf. Such a pay breakdown often includes applicable taxes, benefits, and various others. It can be generated in PDF format, which can be printed and emailed to the employees easily. The pay stubs resemble a paycheck; however, the two are not the same. 

The detailed information mentioned on the pay stubs helps employees to ensure that they are being paid correctly. Besides, they can also check the tax details that are withheld by the employees and the employers. Pay stubs also showcase the sick time and vacation as applicable to the regulations imposed by the respective states. Print pay stubs QuickBooks procedure is essential to ensure transparency in the payments. 

Pay Stubs Feature in QuickBooks Application

When you print pay stubs in QuickBooks on blank paper, the company name, address, and phone number appear at the top and bottom of the page. QuickBooks Desktop has a paycheck or pay stubs tool that allows users to print and email pay stubs. You need to record the paycheck amount and data information manually into the pay stubs. You need to have the information about the pay stubs handy with you when you want to print or email them. 

Print Pay Stubs QuickBooks Desktop Procedure

If you want to print pay stubs in the QuickBooks Desktop Install application, follow the below-given steps with full care:

  • From within the QuickBooks application, you need to click the Reports option in the first place.
  • Thereafter, you need to click on the All Reports option and then select Manage Payroll.
  • Now navigate through the list of Reports and select Paycheck list.
  • Your previous step will load the report page.
  • Here, you can mark the checkboxes to select the options of paychecks or paystubs you want to print.
  • If you want to view the PDF in a new window, hit the Print option.
  • Thereon, you need to save this document as a PDF so that you may print it later.

Method To Print Pay Stubs From QuickBooks Desktop File Menu?

QuickBooks allows users to create multiple pay stubs at once that they can also print at once. The pay stub that you will print will have the company name, address, and contact number included both at the top and bottom of the screen. It is recommended that use plain paper to print the pay stubs over the use of the check stock. Keeping these important considerations in your mind, you can proceed further with the pay stubs print process. Below are the steps:

1: Make Sure That QuickBooks Desktop Payroll Is Enabled

In the first place, you need to make sure that the QuickBooks Desktop payroll is activated before you proceed any further with the solution. On the left-hand side of your screen, hover your cursor over the Workers and then click on the Employees information.

2: Choose The Pay Stubs You Want To Print

Now go to the File menu and choose Pay Stubs using the Print Forms option. Here you can print the pay stubs located underneath the file menu on QuickBooks.

3: Choose Your Payroll Bank Account

Thereon, you need to choose the account related to the paystubs, wherein you need to enter the data range, including the pay date of the pay stubs.

4: Filter the Individual Employees You Want To Send Pay Stubs To

Moving ahead, choose the pay stubs located beside the preferred date. You may also choose to filter individual employees using the drop-down list located underneath the Employees section.

5: Print Employee Details/Company Info

If you want to print the company info and employee details on the pay stubs, choose the Preferences option to get it done.

6: Add Message/Description on Company Dialogue Box

If you want to send a specific message along with the pay stubs, you may enter it using the Company message dialogue box. This message will be printed on all of the pay stubs boxes.

7: Review The Pay Stubs Before You Finally Print Them

Before you finalize the pay stubs for printing, click the Preview option, and it will allow you to view the pay stubs. This option will allow you to check if the entered detail is correct and if nothing needs to be changed. 

How To Print Pay Stubs in QuickBooks Online? 

There are three different QuickBooks Online Payroll versions, and therefore, the steps will also vary from one version of the program to another. 

1: Printing Pay Stubs in QuickBooks Online Payroll Basic 

If you are using QuickBooks Online Payroll basic version, follow the below-given steps: 

  • From within the program, configure your printing preferences.
  • Navigate through the program and click the Gear icon to open Settings. 
  • Now, click on the Payroll Settings to go to the Printing section. 
  • After that, click Edit and select Plain Paper.
  • In the end, click Save and then Done to confirm the changes you have made. 
  • In case you are unable to see the printing section, go to the Preferences and click Paycheck Printing. 
  • Then, select Plain paper stubs and hit the OK button. 
  • To print the stubs, go to the Workers station and move to the Employees menu.
  • Now in the My Payroll section, select the Paycheck list. 
  • Here, you need to select the paycheck for which you want to print the stubs. 
  • Finally, click the Print button to conclude this procedure. 
2: Printing Pay Stubs in QuickBooks Payroll Enhanced 

In this version also, you need to set your printing preferences in the first place. Below are the steps:

  • Launch QuickBooks Online and then open the Setup option.
  • Next, you need to click the Preferences tab to select the paycheck printing settings.
  • Once done, select Plain paper stubs and hit the OK button.
  • Back to the Menu again, and choose Payday to print the pay stubs.
  • You may now select the paychecks for which you want to print the pay stubs by using the Paycheck list option.
  • In the end, click the View Print option, and the job is done.
3: Printing Pay Stubs in QuickBooks Payroll Assisted 

To print pay stubs QuickBooks Payroll Assisted, follow the below-given steps: 

  • Open QuickBooks and then select View paycheck list. 
  • After that, click the Print option after selecting the paychecks. 
  • Now click the printer icon, and you can get your pay stubs printed using these simple steps. 
Ending Words! 

Now that you have already followed the procedures explained in this post, you will have your printed pay stubs handy with you. However, if you get stuck at a certain point or feel any kind of trouble, get in touch with our experienced professionals. They will guide you with the print pay stubs QuickBooks steps so that you can accomplish the task smoothly. 

Frequently Asked Question

Answer: There are multiple reasons due to why you can’t see your Paystubs sometimes. In such a situation, you have to verify it with your Employer.

  1. The Employer may have to upload previous pay stubs.
  2. It might be possible that the Employer may have canceled the payroll services with QuickBooks.
  3. The Employer might not have run payroll up till now.
  4. Additionally, the Employer may have switched the payroll services and has not invited you yet to the new Account.

Answer: To save your stubs in PDF form, you simply have to follow the given instructions:

  • Select Files, and go to Print Forms.
  • Thereafter navigate to the Pay Stubs options, and choose your Payroll Bank Account.
  • Provide a date range that comprises the pay date of the pay stub for which you want to print.
  • In case you want to filter by one Employee, then near to the Employee box, click on the Drop-down option, and select the Employee.
  • Choose the column beside the date option, and click on the pay stub you want to print.
  • Before printing, you can even view the stubs using the Preview tab.
  • Now to choose the company and employee details that will be printed on the paystub, hit the Preferences option.
  • Here in case you want to print a global message on each pay stub, write down the text in the Company message to be printed on all pay stubs field.
  • Hit the Print Button, and select PDF drive in the Printer name drop-down menu.
  • Now select Print, and you are done.

Answer: Yes, you can print pay slips onto any A4 Paper with the help of any ordinary printer like an Inkjet or Laser printer. Apart from that, you can also send the pay slips by email using the PDF Format.

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