Learn How to Send Pay Stubs in QuickBooks: A Step-by-Step Guide
QuickBooks makes payroll management easier by allowing you to email pay stubs directly to employees. Whether you're using QuickBooks Desktop or QuickBooks Online, sending digital pay stubs saves time, reduces paper clutter, and ensures secure delivery. This guide walks you through the process with expert-recommended steps and pro tips.
🧭 Why Email Pay Stubs?
- ✅ Faster delivery than printing and mailing
- ✅ Secure PDF format with password protection
- ✅ Reduces paper waste and manual handling
- ✅ Employees can access and archive their own records
⚙️ How to Send Pay Stubs in QuickBooks Desktop
✅ Step 1: Set Up Email Preferences
- Open QuickBooks Desktop.
- Go to Edit > Preferences > Send Forms.
- Choose your email option (e.g., Outlook, Webmail, or QuickBooks Email).
- Enter your email credentials and test the connection.
🔄 Step 2: Configure Employee Email Addresses
- Go to Employees > Employee Center.
- Select an employee and click Edit Employee.
- Under the Address & Contact tab, enter a valid email address.
- Click OK to save.
🧾 Step 3: Create and Email Pay Stubs
- Go to File > Print Forms > Pay Stubs.
- Select the pay period and employees.
- Check the box Email Pay Stubs.
- Click OK and confirm the email delivery.
💡 Pro Tip: Pay stubs are sent as password-protected PDFs. The password is the first four letters of the employee’s last name (lowercase) + last four digits of their SSN QuickBooks.
🌐 How to Send Pay Stubs in QuickBooks Online
QuickBooks Online does not email pay stubs directly. Instead, employees access them through the Workforce portal.
✅ Step-by-Step Setup
- Go to Payroll > Employees.
- Click on an employee’s name.
- Under Personal Info, enter their email address.
- Send an invitation to QuickBooks Workforce.
Once accepted, employees can log in anytime to view or download their pay stubs and W-2s.
💡 Pro Tip: Workforce access is mobile-friendly and secure, ideal for remote teams.
🔐 Security and Privacy Tips
- Use strong email passwords and enable two-factor authentication.
- Confirm employee email addresses before sending pay stubs.
- Educate employees on how to safely store or print their pay stubs.
- Avoid sending pay stubs over unsecured networks.
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