A Useful Guide to Print Paystubs QuickBooks Desktop & Online Payroll

Handling the employees’ payroll is one of the most challenging and time-consuming tasks for businesses. Moreover, it is also important to print pay stubs in QuickBooks for both the employer and the employee for legal compliance and financial bookkeeping. The procedure to print pay stubs for QuickBooks Desktop and Online Payroll may vary. So, in this guide, we have explained the process of printing pay stubs in both Online and Desktop payroll versions. Let’s begin reading!

Table of Contents

How to Print Or Reprint Paystubs in QuickBooks Desktop Payroll?

Below, we have provided the detailed steps to print or reprint pay stubs in QuickBooks Desktop Payroll.

First Step: Configure Your Printing Preferences

Setup Paycheques

Herein, you need to set your printer and then select the check paper type and add-ons you wish to have on paycheques.

Go to the File menu and click on the Printer Setup option.
By clicking on the Form Name drop-down arrow, choose the Cheque/Paycheque option.
Head to the Settings tab, pick your printer name and printer type.
Moreover, you need to set your Check Style to Voucher, Standard, or Wallet.
Now, pick the extra options for printing the company name, address, logo, or image.
After making all the changes, tap on OK.

Set up Pay Stubs

Access the File menu and choose the Printer Setup option.
Now, from the Form Name drop-down menu list, pick the Pay Stub option.
Pick your Printer Name and Printer Type correctly.
After making the necessary changes, tap on OK.

Second Step: Print Paychecks or Pay Stubs

Now that you have set up the printer settings, let’s begin to print the paychecks or paystubs.

Print Paycheques

Browse to the File menu and choose the Print Forms option.
Click on the Paycheques option and pick your Payroll Bank Account drop-down arrow.
Ensure that the number you entered into the First Cheque field tallies with the number of the first cheque in the printer.
Now, pick the pay cheques you wish to print and hit the OK option.
Finally, check your printer settings and hit the Print option.

Print Pay stubs

Firstly, hit the File menu and click on the Print Forms option.
Choose the Pay Stubs option and then pick your Payroll Bank Account.
Mention the date ranges that comprise the pay date of the pay stubs.
Pick the pay stubs you wish to print. If you want to apply the filters for a particular employee, then choose them by clicking the Employee drop-down menu.
Go to the Preferences tab to pick your company name and employee details that you wish to print on your pay stubs.
Write the text into the Company message to be printed in the box if you wish to add a message on each pay stub.

After making all the necessary changes, hit the Print option.

Reprinting of the Paychecks or Pay stubs in QuickBooks Desktop Payroll

To reprint the paychecks or pay stubs in QuickBooks Desktop Payroll, do the following:

Firstly, choose the Lists menu and click the Charts of Accounts option.
Now, double-tap on the bank account that you access for Payroll.
Also, you must double-tap on the paycheck that you wish to reprint.
Hit the Print option. If you prefer to print multiple checks, choose the Print Later and click the Save & Close tab.
Once again, tap on File > Print Forms > Paychecks option.
Next, you must pick the paychecks that you wish to print and hit the OK tab.
Check your printer settings and style. Later on, opt for the Print option.
Finally, when you are all sorted, click on the Save and Close option.

How to Print Or Reprint Paystubs in QuickBooks Online Payroll?

If you pay your employees using paper checks, you can print them with the help of QuickBooks Online Payroll.

First Step: Manage Your Printing Preferences

Initially, move to the Settings menu and choose the Payroll Settings option.
When you are in the Printing section, hit the Edit menu.
Now, pick how you wish to print your paycheques or pay stubs.
- Pay stubs on plain paper
- Paycheques on QuickBooks-compatible cheque paper: Choose the type of QuickBooks voucher you have (Print paycheque along with one pay stub or Print paycheque along with two pay stubs). Then, opt for the Align my Printer option for setting up the alignment.
Once all the necessary changes are done, hit the Save tab.

For printing the paycheques on Backwards-compatible cheque paper, verify that your cheques and stubs are aligned accurately when you print them.

When you are on the Printer Setup Page, perform the steps given on the screen.
Choose the Save button.
At last, hit the Done tab to confirm.

Important Tip: You can also modify your printing choices at the end of creating Payroll. When you are in the Payroll is done window, opt for the Change print settings option.

Second Step: Print Paycheques or Pay stubs

Initially, choose the Paycheque list right beneath the Run payroll option.
Pick the paycheque that you wish to print. Herein, you can also choose the Filter drop-down menu to edit the Date range or employee.
When you are in the Action column, tap on the Print option.
You will notice a preview of the paycheque or pay stub that launches on the screen. Then, pick the Printer icon to print.

Reprinting of the Paychecks or Pay stubs in QuickBooks Online Payroll

For reprinting the paychecks in QuickBooks Online Payroll, perform the following steps.

Initially, hit the Paycheck list available below the Run Payroll section.
Pick the paycheck that you prefer to print. Herein, you can also click the Filter drop-down arrow for modifying the Date Range or Employee.
When you are in the Action column, opt for the Print Pay Stub option.
By this, you will see that a preview of the paycheck or pay stub will eventually open. From there, hit the Printer icon to print.

Conclusion

We ensure that you can now easily print pay stubs in QuickBooks Desktop & Online Payroll. Thus, it will help you keep a proper record of the employees’ pay so that you can maintain the records easily. Furthermore, if you still require any additional help, then take guidance from our BizBooksadvice professionals. They will offer you a one-to-one consultation for better guidance.

Frequently Asked Questions (FAQ’s):-

Question 1: How do I download all pay stubs from QuickBooks?

Ans. To download all pay stubs from QuickBooks, do as follows:

Choose the download icon on the paystub that you wish to download.
Then, pick a paystub that you want to see and click Download as PDF, which you wish to print.
To download all the pay stubs at once, hit the Download all tab.

Question 2: How to save pay stubs as PDF in QuickBooks?

Ans. To save pay stubs as PDFs in QuickBooks, perform these steps.

Move to the Payroll menu and click the Employees tab.
Hit the Paycheck link below the Run Payroll option and choose your employee.
Choose the Export drop-down menu and click Print or save PDF > Save as PDF option.

Question 3: How do I get my pay stubs from QuickBooks?

Ans. To obtain your pay stub from QuickBooks, perform these steps:

Log in to workforce.intuit.com and hit the Paychecks option.
Choose the accurate date range. Herein, you can view the paycheck up to one year at a time.
Pick a pay stub that you wish to open and then download or print it.

Question 4: How to send pay stubs from QuickBooks Online?

Ans. To send the pay stubs from QBO, move to the Employees menu and select the employee to whom you wish to send the pay stubs. Then, choose the Payslips option and pick the right month for which you wish to send the payslip.

Question 5: How to edit pay stubs in QuickBooks Desktop?

Ans. To make changes to pay stubs in QuickBooks Desktop, perform these steps.

Click on the Edit menu and choose the Preferences tab.
After this, opt for the Payroll & Employees > Company Preferences > Pay Stub & Voucher Printing option.
Now, clear all of the details that you wish to be printed on paycheck vouchers or pay stubs.

About The Author

Jonathan Browns

Jonathan Brown is a trained QuickBooks professional with 10 years of experience in the accounting sector. Moreover, he is passionate about helping businesses reduce the stress of managing accounts. Also, he is proficient in assisting entrepreneurs and small business owners to use QuickBooks and enhance their accounting experience.

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