How to Print Pay Stubs in QuickBooks Desktop & Online?

One of the key features of QuickBooks is to make it an easier process to manage the employee payroll of your organization. More to this feature, you can also generate pay stubs that adequately comply with the respective state’s regulations. The following article will take you through a detailed guide on how to print pay stubs in QuickBooks.

What are Pay Stubs?

Defining Pay stubs in simple words offers your employees an extensive breakdown of what earnings they are incoming in your organization. Such a pay breakdown generally would include, taxes applicable, benefits, and such as.

The pay stub on QuickBooks is generated in a PDF format which is printable and looks similar to that of a check.

Each of the information detailed on a Pay stub is basically for the aim of ensuring your employees of being paid correctly along with the tax details that are withheld both by them and the employer.

As per the regulations imposed by the respective state, pay stubs can also feature data showing sick time and vacation as applicable to the employee.

What is the QuickBooks Pay Stubs Feature all about?

The firm name, address, and phone number appear at the top and bottom of the page when printing pay stubs on blank paper using QuickBooks. You can send pay stubs to employees through email from the QuickBooks Desktop using the paycheck or stubs tool. The paycheck amount and date information are physically recorded on QuickBooks print pay stubs. You may create QuickBooks Desktop pay stubs with the information you want employees to see by using the payroll printing settings in QuickBooks.

How to Make a Pay Stub with QuickBooks?

Payroll integration is a feature that the QuickBooks finance program can offer. This lets you track and handle payroll for your business right from the program’s user interface. When an employee prints a pay stub with his paycheck, he can keep track of details about his income, like the number of vacation days he has left. It also acts as a physical record of the amount and date of his salary. Create pay stubs for your employees that include the information you want them to have by using the Payroll Printing Preferences in QuickBooks.

• Begin by Opening QuickBooks, and then Select Edit from the main Menu Bar.
• To Open the Preferences Window, Choose Preferences from the Drop-Down Menu.
• In the column on the Left Side of the Window, You have to Select Payroll and Employees.
• Click the Company Preferences Tab, and then under the QuickBooks Payroll Features Section, then Choose the Full Payroll Check Box.
• In the Set Preferences For Section, Select the Pay Stub and Voucher Printing Buttons. The window for Payroll Printing Preferences Opens.
• In the On Paycheck Vouchers and Pay Stubs, Print Section, You have to Check the Boxes Next to the things you want to Appear on the Pay Stub. For Example, If you want the Name of the Company to be displayed on the Pay Stub, You have to Choose the Legal Company Name Check Box.
• Once all of Your options have been Chosen, You have to Click OK on the Preferences Window. Each time You Receive a Paycheck, a Pay Stub Containing the Selected Details will Print Out Automatically.

Steps to Print a Pay Stub in QuickBooks Desktop

To know how to print a pay stub in QuickBooks Desktop follow the steps mentioned below:

• On the configuration’s left side, you have to click on Reports.
• Then you have to click on the All Reports button and after that select Manage Payroll.
• From the list of reports, select Paycheck List.
• The report page will load.
• You can select the pay stubs or paychecks you want to print from the checkboxes.
• To view the PDF in a new window, click Print.
• Save this document as a PDF so you may print it later.

How to Print Pay Stubs from QuickBooks Desktop File Menu?

Printing Individual Pay Check from a Paycheck

Step 1: Visit the QuickBooks Desktop and open Paycheck.

Step 2: Choose the Print icon from above the check and choose Pay Stub.

Delivering Pay Stubs via QuickBooks Online

Now you can also avail yourself of the option to deliver Pay stubs to your employees via QuickBooks electronically. To proceed with this, the foremost thing to do is to verify with your respective state’s regulations to permit Pay stub transferring digitally.

There might be a possibility for your employees to opt for a declaration sort of form to agree to receive their pay stubs digitally.

Step 1: First ensure that you have successfully created your employees’ profiles on QuickBooks.

Step 2: Send an invitation to your employees/employees to check their Pay stubs and W-2s online. Make sure, you have the employee’s consent to receive W-2s online.

Step 3: Enter the employees’ official email ID and select the checkbox beside to redirect them to the QuickBooks Workforce site.

Step 4: Once your employees have logged in to their QuickBooks, they can view their Pay stubs once you have added the payroll. Adding customization like having an email notification once new Pay stubs are generated, is also available.

Step 5: To turn on this notification, enable ‘send me an email when new pay stubs are available.

How to Print Pay Stubs in QuickBooks Online

As you know there are three QuickBooks Online Payroll versions. So there are 3 different ways you can print pay stubs in the QuickBooks Online platform. In below there are steps for each version to do the trick.

QuickBooks Online Payroll Basic

• You must first set up the printing preferences for pay stubs.
• To access Settings, launch QuickBooks Online and click the Gear icon.
• Go to the Printing section by clicking Payroll Settings.
• Click Edit there, then select Plain paper.
• Finally, click on Save and then Done.
• However, go to the Preferences area and click Paycheck Printing if you are unable to view the Printing section. Select Plain paper stubs there, then click OK.
• If you want to print the stubs then visit the Workers section in the menu and then go to Employees.
• In the My Payroll section, select the Paycheck list.
• Finally, select the paychecks for which you wish to print the pay stubs and click Print.

QuickBooks Online Payroll Enhanced

• The printing preferences for pay stubs would need to be set up.
• Open Setup on QuickBooks Online.
• Select the Paycheck Printing settings by clicking Preferences.
• Then click OK after selecting Plain paper stubs.
• After that go back to the menu and choose Payday to print the pay stubs.
• Select the paychecks for which you want the pay stubs by clicking on the Paycheck list.
• Lastly, click on View Print and then select the printer icon.

QuickBooks Online Payroll Assisted

• First, you have to open QuickBooks, then select View paycheck list.
• Click Print after selecting the paychecks for which you want the printouts.
• To print the stubs, lastly, click the printer icon.

How to Reprint Pay Stubs in QuickBooks Online 2019?

Below are the steps mentioned to reprint pay stubs in QuickBooks Online:

• Go to the Workers settings in QuickBooks Online by opening it.
• Click on the Paycheck list after selecting the Employees tab.
• Select the paychecks you wish to print now, and if required, modify the Date Range.
• When a PDF displays on the screen, click Print, then choose the Printer icon.

How to Print QuickBooks Pay Stubs via Bill Payment Stubs?

Here are the steps to print QuickBooks Pay Stubs through bill payment stubs:

• Go to the File menu and choose “Print Form & Click on the Bill Payment Stubs.”
• Depending on the method for paying bills, select Credit Card or Check from the Bill Payment drop-down option.
• Go back to the account drop-down and select the appropriate Bank or Credit Card account.
• To include payments from a different date range, enter the opening and closing dates in the Dated & amp section.
• For checks that you need to print bill payment stubs, select Checks.
• Select OK.
• Check the printer and font settings, enter the desired number of copies, and then click “Print” in the print window.

How to Print QuickBooks Pay Stubs through PayCheck List?

Here are the steps to print QuickBooks pay stubs via paycheck list.

• Select “Employees” from the navigation menu on the left.
• To pay, click on the employee’s name.
• On the Employee’s page, click on “Paycheck List,” and then choose “Checks to pay.“
• Verify the check numbers to see if they are correct.
• Click the drop-down arrow next to “Batch Action” and then “Print.”

How to Print by Voucher Printing and Pay Stub?

Here are the steps to print by Voucher Printing and Pay Stub:

• Open QuickBooks, choose the Menu Bar, then select “Edit.“
• Select “Preferences” from the drop-down list by going there.
• Then select “Payroll & Employees.“
• Click on the “Full Payroll” option under the QuickBooks Payroll features heading on the “Company Preferences” tab.
• Click on “Pay Stub & Voucher Printing” under the “Set Preferences for” heading. The Payroll Printing Preference window is now open.
• Go to the “Paycheck Vouchers & Pay stubs, Print” area and choose the checkboxes you want to include.
• Go to the “Legal Company Name” if you require the firm name to appear on the “Pay Stub.“
• Once all of the options have been selected, select “OK.”

And all this while, you thought printing pay stubs on QuickBooks to be a big task? Hopefully, now it gets easy for you with this article.

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