How to Print Pay Stubs in QuickBooks: A Complete Guide

How To Print Pay Stubs In Quickbooks

Learn how to print pay stubs in quickbooks with our complete guide. Discover the benefits of pay stubs and how to customize, print, and email them.

As a business owner, keeping track of your payroll can be overwhelming. Fortunately, QuickBooks makes the process a breeze. QuickBooks is a popular accounting software that allows businesses to manage their finances efficiently. One of its most useful features is the ability to print pay stubs for employees.

Pay stubs are essential documents that provide a breakdown of an employee’s earnings and deductions. They are vital for both employers and employees as they help to ensure accurate payroll management, record-keeping, and tax compliance. In this article, we will guide you through the process of printing pay stubs in QuickBooks.

Before we dive into the specifics of printing pay stubs, let’s first discuss what QuickBooks is and why it is significant in accounting. QuickBooks is an accounting software developed by Intuit that helps businesses manage their finances. It is used to track income and expenses, create invoices, manage bills, and prepare financial reports.

Now, let’s talk about the importance of pay stubs in payroll management. Pay stubs provide employees with a detailed breakdown of their compensation, including their gross pay, deductions, and net pay. They help employees understand how their pay is calculated and ensure that they are being paid accurately. For employers, pay stubs serve as a record of an employee’s earnings and deductions, which can be used for tax purposes and other legal requirements.

In the next section, will discuss how to set up QuickBooks for payroll.

Setting up QuickBooks for Payroll

Setting up QuickBooks for Payroll
Setting up QuickBooks for Payroll

If you’re new to QuickBooks and haven’t set up your payroll yet, don’t worry. We’ll guide you through the process step by step.

QuickBooks Payroll Subscription

Before you can start using QuickBooks for payroll, you’ll need to subscribe to their payroll service. QuickBooks offers two types of payroll services: Self-Service Payroll and Full-Service Payroll. Self-Service Payroll is a more affordable option that allows you to run payroll on your own, and Full-Service Payroll is a more comprehensive option that includes tax filing and payment services.

Setting up Payroll Preferences

Once you’ve subscribed to QuickBooks Payroll, you’ll need to set up your payroll preferences. This includes setting your payroll schedule, pay period, and pay types. You’ll also need to set up your payroll tax information, including your federal and state tax ID numbers and tax rates.

Adding Employees and Their Information

Now that you’ve set up your payroll preferences, you’re ready to add your employees to QuickBooks. When adding an employee, you’ll need to provide their personal information, such as their name, address, and social security number. You’ll also need to specify their pay rate, pay type, and any deductions or contributions they may have, such as health insurance or retirement plans.

In the next section, we will discuss how to create pay stubs in QuickBooks.

Creating Pay Stubs in QuickBooks

Pay stubs are essential in payroll management, and QuickBooks makes it easy to generate them. In this section, we will guide you through the process of creating pay stubs in QuickBooks.

Understanding Pay Stubs and Their Components

Before you start generating pay stubs, you need to understand what they are and their components. A pay stub is a document that shows the details of an employee’s pay for a specific pay period. It includes the employee’s gross pay, deductions, and net pay. Gross pay is the amount an employee earns before any deductions, while net pay is the amount the employee takes home after all deductions.

The deductions section of the pay stub includes taxes, employee benefits, and other deductions. Taxes can include federal income tax, state income tax, social security tax, and Medicare employee benefits can include health insurance, retirement plans, and other benefits offered by the employer.

Generating Pay Stubs for Employees

To generate pay stubs for employees in QuickBooks, follow these steps:

  1. Click on the “Employees” tab on the QuickBooks homepage.
  2. Select “Payroll Center” and click on the “Pay Employees” button.
  3. Select the pay period for which you want to create pay stubs.
  4. Select the employees for whom you want to generate pay stubs.
  5. Click on the “Preview Paycheck” button to preview the pay stub.
  6. If everything looks good, click on the “Create Paychecks” button to generate the pay stubs.

Customizing Pay Stubs to Fit Your Business Needs

QuickBooks allows you to customize pay stubs to fit your business needs. You can add your company logo, change the font, and include additional information such as vacation time and sick leave. To customize pay stubs in QuickBooks, follow these steps:

  1. Click on the “Edit” menu and select “Preferences.”
  2. Select “Payroll & Employees” and click on the “Company Preferences” tab.
  3. Click on the “Pay Stub & Voucher Printing” button.
  4. Select the pay stub template you want to customize.
  5. Click on the “Customize” button to make changes to the pay stub template.
  6. Click on the “OK” button to save your changes.

In the next section, we will discuss how to print pay stubs in QuickBooks.

Printing Pay Stubs in QuickBooks

Printing pay stubs in QuickBooks is a straightforward process. Once you have generated pay stubs for your employees, you can easily print them out. In this section, we will discuss the steps involved in printing pay stubs in QuickBooks.

Choosing the Right Printer

The first step in printing pay stubs is choosing the right printer. Before you begin, make sure that you have a printer that is compatible with QuickBooks. You can check the QuickBooks website for a list of recommended printers. Once you have a compatible printer, make sure that it is set up correctly and connected to your computer.

Printing Pay Stubs for One or Multiple Employees

To print pay stubs for one or multiple employees, follow these simple steps:

  1. Open QuickBooks and go to the “Employees” tab.
  2. Click on “Payroll Center” and select “Pay Employees.”
  3. Select the pay date that you want to print pay stubs for.
  4. Check the box next to the employee(s) that you want to print pay stubs for.
  5. Click on “Print Pay Stubs” and select the printer that you want to use.
  6. Review the pay stubs and make sure that they are accurate.
  7. Click on “Print” to print the pay stubs.

If you want to print pay stubs for all employees, you can skip step 4 and select “Print All” in step 5.

Troubleshooting Printing Issues

If you encounter any issues while printing pay stubs in QuickBooks, there are a few things that you can try. First, make sure that your printer is set up correctly and connected to your computer. If that doesn’t work, try restarting your computer and printer. If you are still having issues, you can contact QuickBooks support for help.

In the next section, we will discuss how to email pay stubs in QuickBooks.

Emailing Pay Stubs in QuickBooks

In addition to printing pay stubs, QuickBooks also allows you to email pay stubs to your employees. This can be a convenient option for both you and your employees. Here are some of the benefits of emailing pay stubs:

Benefits of Emailing Pay Stubs

  • Saves time and money on printing and mailing costs
  • Provides employees with instant access to their pay stubs
  • Reduces the risk of lost or misplaced pay stubs
  • Increases security by eliminating the need for physical copies

To start emailing pay stubs, you will need to set up email preferences in QuickBooks. Here’s how:

Setting Up Email Preferences in QuickBooks

  1. Open QuickBooks and go to the Edit menu.
  2. Select Preferences and then choose the Send Forms option.
  3. Click the My Preferences tab and select your email provider.
  4. Enter your email address and password.
  5. Choose the email template you want to use for pay stubs.
  6. Select the checkbox next to “Email later” if you want to review the email before sending it.

Once you have set up your email preferences, you can email pay stubs to your employees with just a few clicks.

Emailing Pay Stubs to Employees

  1. Go to the Employees menu and choose Pay Stubs.
  2. Select the pay period and the employee you want to email the pay stub to.
  3. Click the Email button and verify that the email address is correct.
  4. Review the email and click Send.

That’s it! QuickBooks will send the pay stub to your employee’s email address, and they can access it instantly.

In the next section, we will wrap up our guide with a conclusion.


In conclusion, printing pay stubs in QuickBooks is a simple process that can save business owners time and ensure accurate payroll management. With QuickBooks, businesses can set up payroll preferences, add employees’ information, create pay stubs, and print or email them to employees.

Printing pay stubs in QuickBooks is not only convenient but also essential for maintaining accurate records and complying with legal requirements. By following the steps outlined in this guide, businesses can generate pay stubs and keep their payroll organized.

At Printer Facts, we understand the importance of efficient payroll management. That’s why we provide helpful guides and resources to help businesses streamline their accounting processes. We hope this guide has been useful in helping you print pay stubs in QuickBooks.

If you have any questions or need further assistance, do not hesitate to reach out to our team at Printer Facts. We are committed to providing expert advice and support to help businesses succeed.