QuickBooks Pay Stubs — How to Print, Email, Reprint & Manage Pay Stubs
11 min readUpdated: February 5, 2026
QuickBooks paystubs are one of the most common pay stub formats in small business payroll. Whether you need to know how to print pay stubs in quickbooks, how to print pay stubs from quickbooks, how to print check stubs in quickbooks, or how to print a check stub in quickbooks — this guide covers everything. We'll also cover quickbooks mail and email setup, the paystub quickbooks password, W-2 printing, and alternatives like Wave pay stubs.
Need a Pay Stub Without QuickBooks?
Generate professional pay stubs in seconds — no QuickBooks subscription required.
QuickBooks paystubs — also found as paystub quickbooks and quickbooks check stubs — are generated through QuickBooks Payroll (Desktop or Online). The intuit quickbooks pay stub and intuit quickbooks paystub formats show employee earnings, taxes, deductions, and net pay in a clean layout. QuickBooks check stub documents include both current-period and YTD totals.
Feature
QuickBooks Desktop
QuickBooks Online
Print pay stubs
File → Print Forms → Pay Stubs
Payroll → Employees → Paycheck List
Email stubs
Requires email setup (Outlook/Gmail/QB Email)
Built-in email delivery
Employee self-service
QuickBooks Workforce portal
QuickBooks Workforce portal
PDF password
Last 4 digits of SSN
Last 4 digits of SSN
W-2 printing
Employees → Payroll Tax Forms
Taxes → Payroll Tax → Annual Forms
How to Print Pay Stubs in QuickBooks
How to print pay stubs in quickbooks, how to print pay stubs from quickbooks, how to print pay stubs on quickbooks, how to print check stubs in quickbooks, how to print a check stub in quickbooks, how to print paycheck stubs in quickbooks, how do i print a pay stub in quickbooks, and how do i print pay stubs in quickbooks — they all follow the same steps.
1
QuickBooks Desktop
Go to File → Print Forms → Pay Stubs. Select the bank account, date range, and employees. Click Print. For quickbooks print pay stub and quickbooks print pay stubs, this is the primary method.
2
QuickBooks Online
Go to Payroll → Employees → Paycheck List. Click on the paycheck, then Print. For printing pay stubs in quickbooks online, print pay stubs in quickbooks online, and print pay stubs quickbooks online, use this path.
3
Batch Printing
For print pay stubs in quickbooks and print pay stub in quickbooks in bulk: select multiple employees or use "Select All" before printing. Print paycheck stub quickbooks supports batch operations in both Desktop and Online.
For how to print paychecks in quickbooks online — the process is the same as printing pay stubs. QuickBooks uses the terms interchangeably. See pay stub samples for what a printed stub should look like.
How to Reprint Pay Stubs in QuickBooks
How to reprint pay stubs in quickbooks and how do i reprint pay stubs in quickbooks — reprinting uses the same process as the original print. The key is finding the right pay period:
Version
Steps to Reprint
Desktop
File → Print Forms → Pay Stubs → change date range to the period you need → select employee → Print
Online
Payroll → Employees → select employee → Paycheck List → find the date → click Print
Workforce
Employees can reprint their own stubs at workforce.intuit.com
QuickBooks Online Pay Stubs
How to print pay stubs in quickbooks online, how do i print pay stubs in quickbooks online, print pay stubs in quickbooks online, print pay stubs quickbooks online, print paystub quickbooks online, and quickbooks online print pay stubs — all the same path:
Payroll → Paycheck List → filter dates → Select All → Print
Download as PDF
Same path → choose "Save as PDF" instead of Print
Employee self-service
Quickbooks view my paystub at workforce.intuit.com
For quickbooks pay stub pdf downloads, use the "Save as PDF" option on any paycheck. This creates a PDF file that employees can save, print, or submit for loan applications or apartment rentals.
QuickBooks Email Setup for Pay Stubs
Quickbooks mail, quickbooks e mail, quickbooks emailing, and emailing from quickbooks for pay stubs requires email configuration. Quickbooks set up email, email setup in quickbooks, setup quickbooks email, setup email in quickbooks, and set up email in quickbooks all follow these steps:
Email Method
Setup Path
Best For
QuickBooks Email
Edit → Preferences → Send Forms → QuickBooks Email
Quick setup, no external account needed
Outlook
Edit → Preferences → Send Forms → Outlook
Business users with Microsoft 365
Gmail / Web Mail
Edit → Preferences → Send Forms → Web Mail → Gmail
Small businesses using Google Workspace
QBO (Online)
Built-in — no setup required
QuickBooks Online users
QuickBooks Paystub Password
The password for quickbooks pay stubs, quickbooks paystub password, and quickbooks paycheck password is the last 4 digits of the employee's Social Security Number. QuickBooks encrypts emailed pay stub PDFs with this password for security.
Issue
Solution
Can't open pay stub PDF
Enter last 4 of SSN as the password
Password doesn't work
Check if SSN was entered correctly in QuickBooks employee record
Want to disable password
Not possible in QuickBooks — all emailed PDFs are encrypted
Employee forgot SSN last 4
HR can look it up in the employee profile, or employee checks their SSN card
How to Create Pay Stubs in QuickBooks
How to make pay stubs on quickbooks, how to create pay stubs in quickbooks, and how to create a pay stub in quickbooks — pay stubs are created when you run payroll. The quickbooks pay stub generator is built into QuickBooks Payroll:
Step
Desktop
Online
1. Run payroll
Employees → Pay Employees
Payroll → Run Payroll
2. Review hours/salary
Enter hours, verify salary amounts
Confirm employee hours and pay rates
3. Submit payroll
Click Create Paychecks
Click Submit Payroll
4. Print/email stubs
File → Print Forms → Pay Stubs
Stubs available immediately in Workforce
Don't have QuickBooks Payroll? You can create professional pay stubs with our pay stub generator — no subscription needed. See also pay stub templates.
How to Print W-2 in QuickBooks
How do i print w2 in quickbooks and how to print w2 forms in quickbooks — W-2 printing is a year-end task. For quickbooks online w2 printing:
Version
Path to Print W-2s
Deadline
Desktop
Employees → Payroll Tax Forms & W-2s → Process Payroll Forms → W-2
The w9 quickbooks process is separate — W-9s are for independent contractors, not employees. For W-9 management, go to Expenses → Vendors in QuickBooks Online. For understanding how pay stub data maps to W-2 boxes, see create W-2 from pay stub.
QuickBooks Pay Stub Template
The quickbooks pay stub template format includes standard sections: employee info, earnings, taxes, deductions, and net pay. The quickbooks payroll check layout is clean and professional.
Wave pay stubs, wave pay stub documents, and the wave pay stub generator come from Wave Payroll (now part of H&R Block). If you're comparing QuickBooks vs Wave for pay stubs:
The quickbooks payroll cut off time determines when you must submit payroll to ensure employees are paid on time:
Payroll Plan
Direct Deposit Cutoff
Processing Time
Standard (Core/Premium)
5 PM PT, 2 business days before pay date
2 business days
Next-Day (Elite)
5 PM PT, 1 business day before pay date
1 business day
Same-Day (if available)
7 AM PT on pay date
Same day
Need Pay Stubs Without QuickBooks?
Generate professional pay stubs in the same format as QuickBooks — no payroll subscription required. Perfect for self-employed workers, contractors, and small businesses.
How to print pay stubs in quickbooks: In QuickBooks Desktop, go to File > Print Forms > Pay Stubs, select the date range and employees, then click Print. In QuickBooks Online, go to Payroll > Employees > Paycheck List, select the paycheck, and choose Print. You can also print pay stubs from quickbooks by navigating to the employee's payroll history and selecting individual checks to print.
How do I print pay stubs in QuickBooks Online?
How to print pay stubs in quickbooks online and how do i print pay stubs in quickbooks online: Go to Payroll > Employees > select the employee > Paycheck List. Click on the paycheck date you want, then select Print. For batch printing, go to Payroll > Paycheck List, filter by date range, select all, and choose Print. You can also print paystub quickbooks online from the Reports menu under Payroll.
What is the password for QuickBooks pay stubs?
The password for quickbooks pay stubs and quickbooks paystub password is typically the last four digits of the employee's Social Security Number (SSN). QuickBooks automatically encrypts pay stub PDFs with this password when emailing. If an employee can't open their pay stub PDF, they should enter the last 4 digits of their SSN. The quickbooks paycheck password follows the same format.
How do I reprint pay stubs in QuickBooks?
How to reprint pay stubs in quickbooks and how do i reprint pay stubs in quickbooks: In Desktop, go to File > Print Forms > Pay Stubs, change the date range to include the pay period you need. In Online, go to Payroll > Employees > select employee > Paycheck List, find the paycheck, and click Print. The reprint process is identical to the original print process.
How do I set up email in QuickBooks for pay stubs?
For quickbooks set up email, email setup in quickbooks, and setup quickbooks email: In Desktop, go to Edit > Preferences > Send Forms > My Preferences, then choose your email method (Outlook, Gmail, or QuickBooks Email). In Online, email is built-in — just go to Payroll > Employees and enable email delivery for pay stubs. QuickBooks emailing and emailing from quickbooks uses these same settings.
How do I print W-2 forms in QuickBooks?
How do i print w2 in quickbooks and how to print w2 forms in quickbooks: In Desktop, go to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms, select Annual Form W-2, choose the year and employees, then print. For quickbooks online w2 printing, go to Taxes > Payroll Tax > Filings > Annual Forms > W-2, review, and print or download as PDF.
What is the QuickBooks payroll cut off time?
The quickbooks payroll cut off time varies by plan: QuickBooks Online Payroll typically requires payroll to be submitted by 5 PM PT two business days before the paycheck date for direct deposit. For next-day payroll (Elite plan), the cut off is 5 PM PT one day before. Same-day payroll (if available) must be submitted by 7 AM PT. Check your specific plan for exact deadlines.
How do I view my pay stub in QuickBooks?
For quickbooks view my paystub: employees can access their pay stubs through QuickBooks Workforce (workforce.intuit.com). Log in with your Intuit account, select your employer, and view or download current and past pay stubs. Employers set this up by inviting employees through Payroll > Employees > Invite to Workforce. This is the intuit quickbooks pay stub and intuit quickbooks paystub portal.
Is there a QuickBooks pay stub generator?
The quickbooks pay stub generator is built into QuickBooks Payroll — when you run payroll, it generates pay stubs for each employee. However, if you need standalone pay stubs without a full payroll subscription, CleanPaystubs offers a free pay stub generator that produces professional documents similar to QuickBooks format. See our pay stub generator for details.
What are Wave pay stubs?
Wave pay stubs and wave pay stub documents are generated through Wave Payroll, a payroll service by Wave (now part of H&R Block). The wave pay stub generator creates pay stubs when you process payroll through Wave. If you need a standalone pay stub without Wave Payroll, CleanPaystubs provides professional pay stubs compatible with Wave's format.