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  • Stubbuilder
  • Jun 25, 2024

How Do I Email Check Stubs to Employees in QuickBooks Desktop

In today’s digital age, efficiency and accuracy in payroll management are paramount. QuickBooks Desktop, a robust accounting software, provides businesses with comprehensive tools to streamline payroll processes, including the distribution of check stubs. This guide will walk you through the step-by-step process of emailing check stubs to your employees using QuickBooks Desktop, ensuring a seamless and professional approach to payroll management.


Setting Up Your QuickBooks Desktop for Emailing

1. Configure Email Settings in QuickBooks Desktop

Before you can email check stubs, you need to ensure that your email settings in QuickBooks Desktop are properly configured. Follow these steps:

  1. Open QuickBooks Desktop: Launch the software and go to the top menu bar.
  2. Navigate to Preferences: Click on ‘Edit’ and then select ‘Preferences’ from the dropdown menu.
  3. Choose Send Forms: In the left panel, find and select ‘Send Forms.’
  4. Set Up Email Preferences: Choose your preferred email service. QuickBooks supports several options, including Web Mail, Outlook, and QuickBooks Email.


2. Verify Email Configuration

After setting up the email preferences, it’s crucial to verify the configuration to avoid any issues during the emailing process. Here’s how:

  1. Test the Email Configuration: Send a test email to ensure everything is working correctly.
  2. Check Email Security Settings: Make sure that the security settings of your email provider are compatible with QuickBooks Desktop to avoid any sending issues.


Preparing Check Stubs for Emailing

1. Generate Payroll Check Stubs

To email check stubs, you first need to generate them within QuickBooks Desktop. Follow these steps:

  1. Run Payroll: Go to the ‘Employees’ menu and select ‘Pay Employees.’
  2. Choose Payroll Schedule: Select the appropriate payroll schedule and click on ‘Start Scheduled Payroll.’
  3. Review and Confirm Payroll: Verify the payroll details for accuracy and click on ‘Continue.’
  4. Create Paychecks: After confirming, click on ‘Create Paychecks.’ This will generate the check stubs for your employees.

2. Save Check Stubs as PDFs

For ease of emailing, it is recommended to save the check stubs as PDF files. Here’s how:

  1. Print Check Stubs to PDF: In the print dialog, select ‘Print’ and choose ‘Adobe PDF’ or any other PDF printer installed on your computer.
  2. Save the PDF Files: Save the check stubs to a secure location on your computer.


Emailing Check Stubs to Employees

1. Prepare the Email

Once the check stubs are saved as PDFs, you can proceed to email them to your employees. Follow these steps:

  1. Open the Email Client: Open your email client that you configured in QuickBooks Desktop.
  2. Compose a New Email: Create a new email and enter the employee’s email address in the recipient field.

Attach the Check Stub: Attach the PDF file of the check stub to the email.

Managing finances can be daunting, especially when handling payroll. A check stubs maker is a powerful tool that simplifies this process. 

It allows businesses to create professional, accurate pay stubs quickly and efficiently. Whether you’re a small business owner, a freelancer, or an individual needing detailed payment records, a check stubs maker provides a convenient solution. 

This tool ensures compliance with tax regulations and helps maintain organized records, reducing errors and saving time. Additionally, it provides employees with clear, transparent details about their earnings and deductions, fostering trust and satisfaction. Embrace digital efficiency with a free check stub maker today!