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  • Stubbuilder
  • Jun 20, 2024

How to Print a Pay Stub in QuickBooks

Printing pay stubs in QuickBooks is essential for record-keeping and employee satisfaction. This guide will walk you through the simple steps to print pay stubs efficiently.

Understanding QuickBooks Pay Stub Printing

QuickBooks makes printing pay stubs a breeze. Whether you use QuickBooks Online or Desktop, the process is straightforward. Let’s explore both methods.


Printing Pay Stubs in QuickBooks Online


  1. Log in to QuickBooks Online
    • Access your QuickBooks Online account.
  2. Navigate to the Payroll Section
    • Click on “Payroll” from the left menu.
  3. Select Pay Stubs
    • Choose “Employees” and then “Paychecks stub.” Select the desired pay period.
  4. Preview and Print
    • Click “Print” to preview the pay stub. Ensure all details are correct, then print.


Printing Pay Stubs in QuickBooks Desktop

  1. Open QuickBooks Desktop
    • Launch your QuickBooks Desktop application.
  2. Access the Employees Center
    • Click on “Employees” from the top menu and select “Employee Center.”
  3. Find the Paychecks
    • Under “Payroll,” select “Paycheck List.” Choose the specific pay period.
  4. Print Pay Stubs
    • Click “Print” at the bottom of the screen. Adjust settings if necessary, then print.


Customizing Pay Stubs in QuickBooks

Customizing pay stubs enhances clarity and personalization.

Here’s how you can do it.

Adjusting Pay Stub Settings

  1. Go to Preferences
    • In QuickBooks, navigate to “Edit”> “Preferences.”
  2. Select Payroll and Employees
    • Choose “Payroll & Employees” and click “Company Preferences.”
  3. Customize Layout
    • Select “Pay Stub & Voucher Printing.” Customize the fields and layout to fit your needs.
  4. Save Changes
    • Save your changes and apply them to future pay stubs.


Adding Company Information

Including detailed company information on pay stubs is beneficial. Follow these steps:

  1. Access Company Settings
    • Go to “Company”> “Company Information.”
  2. Update Information
    • Add or update your company’s address, phone number, and logo.
  3. Save and Apply
    • Save the changes to ensure they appear on printed pay stubs.


Troubleshooting Pay Stub Printing Issues

Sometimes, you might need help with printing pay stubs. Here are common problems and solutions.

Common Printing Issues

  1. Incorrect Pay Stub Format
    • Ensure your printer settings match the pay stub layout in QuickBooks.
  2. Printer Not Responding
    • Check printer connections and restart both QuickBooks and the printer.


Quick Solutions

  1. Update QuickBooks

Make sure your QuickBooks software is up-to-date.

  1. Reinstall Printer Drivers

Reinstall your printer drivers to resolve connectivity issues.

Creating check stubs in QuickBooks involves generating detailed records of checks issued to employees or vendors, which can be useful for both bookkeeping and providing proof of payment. Here’s a step-by-step guide on how to create check stubs in QuickBooks:


Using QuickBooks Online

  1. Log in to QuickBooks Online:
    • Open your web browser and log in to your QuickBooks Online account.
  2. Navigate to the Payroll or Expenses section:
    • For employee check stubs, go to the “Payroll” menu.
    • For vendor payments, go to the “Expenses” menu and then select “Vendors.”
  3. Create a Paycheck:
    • Go to the “Employees” tab under the “Payroll” menu.
    • Select the employee for whom you want to create a paycheck.
    • Click “Run Payroll” and enter the necessary details, such as pay period, hours worked, and deductions.
    • Review the information and click “Submit Payroll.”


  1. Print or Save Check Stubs:
    • After running payroll, navigate to the “Employees” tab.
    • Find the recent paychecks and click on the specific paycheck to view its details.
    • Click “Print” or “Download” to print the check stubs or save them as PDF files.
  2. Issue Vendor Payments:
    • For vendors, go to the “Expenses” menu.
    • Click “New Transaction” and select “Check.”
    • Enter the vendor’s information, payment amount, and other details.
    • Click “Save and Close” or “Save and New” to record the transaction.
    • To print the check stub, find the transaction in the “Expenses” list, open it, and click “Print.”


Using QuickBooks Desktop

  1. Open QuickBooks Desktop:
    • Launch your QuickBooks Desktop application and open your company file.
  2. Navigate to Payroll Center:
    • Go to the “Employees” menu and select “Payroll Center.”
  3. Create a Paycheck:
    • Click “Start Scheduled Payroll” or “Pay Employees.”
    • Follow the prompts to enter payroll details such as pay period, hours worked, and deductions.
    • Review the information and click “Create Paychecks.”
  4. Print Check Stubs:
    • After creating paychecks, you will be prompted to print checks and pay stubs.
    • Select the paychecks you want to print and click “Print.”
    • Choose your printer settings and print the check stubs.
  5. Issue Vendor Payments:
    • Go to the “Vendors” menu and select “Pay Bills” or “Write Checks.”
    • Enter the vendor’s details, payment amount, and other necessary information.
    • Save the transaction and click “Print Checks” to print the check stub along with the check.


Tips for Check Stubs

  • Customization: Customize your check stub template to include necessary details such as employee information, pay period, earnings, deductions, and net pay.
  • Record Keeping: Keep digital or printed copies of check stubs for your records and compliance purposes.
  • Review: Regularly review the check stubs for accuracy to ensure that all payments and deductions are correctly recorded.

By following these steps, you can efficiently create and manage check stubs maker in QuickBooks, ensuring accurate and professional documentation of payments.