How to Print Pay Stubs in QuickBooks?

Printing pay stubs in QuickBooks is a simple task that helps you provide employees with clear records of their earnings, deductions, and taxes. Whether you use QuickBooks Desktop or QuickBooks Online, this feature saves time and keeps your payroll organized. Sometimes, users face issues like printer errors or missing pay stubs, but don’t worry! This guide explains how to print pay stubs in QuickBooks with easy steps. We use simple words and clear instructions to help you do it fast.

Why Print Pay Stubs in QuickBooks?

Pay stubs are important for:

• Giving employees proof of their pay and deductions.
• Meeting legal requirements in some regions.
• Helping employees track their earnings and taxes.
• Keeping your business records clear and professional.

If you’re ready to print pay stubs, follow the steps below for QuickBooks Desktop or QuickBooks Online. We’ll also cover troubleshooting tips for common issues.

Solution 1: Print Pay Stubs in QuickBooks Desktop

QuickBooks Desktop makes it easy to print pay stubs for your employees.

1. Open QuickBooks Desktop and go to File > Print Forms.
2. Select Pay Stubs from the list.
3. Choose the payroll account and date range for the pay stubs you want to print.
4. Select the employees whose pay stubs you need. You can check all or pick specific names.
5. Click Preview to see the pay stubs before printing.
6. Click Print and choose your printer. Make sure your printer is connected and working.
7. Save the pay stubs as a PDF if you want to email them later.

If you face issues like pay stubs not showing, check our guide on QuickBooks Payroll Setup to ensure your payroll is set up correctly.

Solution 2: Print Pay Stubs in QuickBooks Online

QuickBooks Online lets you print pay stubs directly or send them to employees via email.

1. Log in to QuickBooks Online and go to Payroll > Employees.
2. Click on the employee’s name whose pay stub you want to print.
3. Under Paycheck List, select the paycheck for the pay stub.
4. Click View or Print next to the paycheck.
5. Choose Print Pay Stub and select your printer.
6. If you want to email the pay stub, click Save as PDF and send it manually.

For more help with payroll features, see our post on Send Payroll and Direct Deposit Paychecks in QuickBooks Payroll.

Solution 3: Email Pay Stubs to Employees

If you prefer to send pay stubs digitally, QuickBooks allows you to email them.

1. In QuickBooks Desktop, go to File > Print Forms > Pay Stubs.
2. Select the pay stubs and click Email instead of Print.
3. Enter the employee’s email address or use the saved email from their profile.
4. In QuickBooks Online, follow Solution 2, save the pay stub as a PDF, and email it using your email program.
5. Ensure your email settings are correct to avoid errors.

If you have trouble emailing pay stubs, check our guide on Email Sales Forms in QuickBooks Desktop for related email setup tips.

Solution 4: Reprint Pay Stubs for Past Paychecks

Sometimes, you need to reprint pay stubs for previous pay periods.

1. In QuickBooks Desktop, go to Reports > Employees & Payroll > Pay Stub & Voucher Printing.
2. Select the date range and employee for the pay stub.
3. Click Preview or Print to reprint the pay stub.
4. In QuickBooks Online, go to Payroll > Employees, select the employee, and find the paycheck under Paycheck List.
5. Click Print or save as a PDF to reprint.

For detailed steps, read our post on Reprint Paycheck Checks in QuickBooks.

Solution 5: Fix Printing Issues

If you can’t print pay stubs due to errors, try these troubleshooting steps.

1. Check Printer: Ensure your printer is on, connected, and has paper and ink.
2. Update QuickBooks: Go to Help > Update QuickBooks Desktop to get the latest version. See Update QuickBooks to Latest Release for help.
3. Clear Printer Queue: Open your printer settings on Windows, cancel any stuck print jobs, and try again.
4. Run QuickBooks Tool Hub: Download the QuickBooks Tool Hub and use the Program Problems section to fix printing issues.
5. Check PDF Settings: If saving as PDF fails, repair your PDF viewer. See Resolve PDF and Printing Errors in QuickBooks Desktop.

If the issue persists, check our guide on QuickBooks Printer Not Activated Error 20 for more solutions.

Solution 6: Set Up Pay Stub Preferences

Customizing pay stub settings ensures they include the right details, like taxes or deductions.

1. In QuickBooks Desktop, go to Edit > Preferences > Payroll & Employees.
2. Click Company Preferences and select Pay Stub & Voucher Printing.
3. Choose what to show on pay stubs, like company name, address, or YTD totals.
4. In QuickBooks Online, go to Settings (gear icon) > Payroll Settings > Preferences.
5. Adjust pay stub options, such as showing net pay or deductions.
6. Save changes and print a test pay stub to check.

For help with payroll settings, see our post on Adjust Payroll Liabilities in QuickBooks.

Additional Tips to Manage Pay Stubs in QuickBooks

To make printing pay stubs easier and avoid issues:

• Keep QuickBooks updated to prevent errors. Learn more in QuickBooks Desktop Update Errors.
• Save pay stubs as PDFs for digital records to reduce paper use.
• Train employees to access pay stubs through QuickBooks Workforce if using QuickBooks Online. See Set Up QuickBooks Desktop Workforce.
• Back up your payroll data regularly to avoid losing pay stub records. Check Restore a Backup of Your QuickBooks Company File.
• Use a reliable printer and check its settings before printing large batches.

Conclusion

Printing pay stubs in QuickBooks is quick and helps keep your payroll organized. Whether you use QuickBooks Desktop or Online, follow these steps to print, email, or reprint pay stubs easily. If you face printing errors, use QuickBooks Tool Hub or check your printer settings. Our guides at Transyncpro.com, like QuickBooks Tool Hub, Resolve PDF and Printing Errors in QuickBooks Desktop, and QuickBooks Payroll Setup, offer more help. If you need extra support, contact our team. Keep your payroll running smoothly with these simple steps!