In the fast-paced business world, ensuring your employees receive a timely and accurate paycheck and pay stub is crucial for maintaining trust and morale. As an entrepreneur, you should not ignore paychecks or pay stubs because they serve as legal documentation of employee wages.
However, many businesses rely on QuickBooks software to streamline the process of creating and managing paychecks and pay stubs. Both QuickBooks versions, desktop and online, offer user-friendly and robotic features that allow businesses and accountants to easily generate and print paychecks and pay stubs for their employees.
If you are having trouble printing paychecks and pay stubs on QuickBooks desktop and online, or if you are unfamiliar with the process, you’ve come to the right blog post. In this detailed blog, we will cover the step-by-step instructions to print paychecks and pay stubs in both QuickBooks desktop and online versions. Therefore, make sure to read this blog to save your time and avoid any potential errors in the payroll process.
How to Print Paychecks and Pay Stubs in QuickBooks Desktop?
Paycheck and pay stub printing in QuickBooks Desktop is an easy and intuitive process. However, before following the process, we recommend that you ensure that you’re using the latest version of the QuickBooks desktop software.
Step 1. Setting up the Printing Preferences
A). Paychecks
- Launch the QuickBooks desktop software and then navigate to the File menu.
- Choose Printer Setup, and then expand the Form Name drop-down menu.
- Subsequently, click on the Cheque/Paycheque option and then select the Settings tab.
- Afterwards, choose your Printer Name and Printer Type.
- Now, apply the Check Style of Voucher, Standard, or Wallet, and then choose the additional options to print the company name, address, and logo.
- At last, click on the OK option.
B). Pay Stubs
- Head forward to the File menu and select the Printer Setup option, similar to the paycheck setup process.
- Choose Pay Stub from the Form Name drop-down menu.
- Following the above steps, choose your Printer Name and Printer Type.
- At last, click on the OK option.
Step 2. Printing Paychecks & Pay Stubs
Once you have successfully set the printing preferences for paychecks and pay stubs on your QuickBooks desktop, it’s time to process the print command.
Below are the steps that you can follow to print paychecks and pay stubs in QuickBooks desktop software, follow these steps:
A). Paychecks
- Navigate to the File menu and select the Print Forms option.
- Choose the Paycheck option, and then select your Payroll Bank Account.
- Now, you must ensure that the number provided in the First Cheque Number field exactly matches the number of the first check in your printer.
- Select the paychecks that you want to print, and then click on the OK option.
- At last, review the print settings and then click on the Print option.
B). Pay Stubs
- Head forward to the File menu and click on the Print Forms option.
- Afterwards, select Pay Stubs and select your Payroll Bank Account.
- On the pay stubs, indicate the date range, including the pay date.
- Afterwards, select the relevant pay stubs that you wish to print. If you want to filter specific employees, select them using the Employee option.
- Click on the Preferences option, then select the Company and Employee information you want to print on the pay stub.
- Next, enter the text you want to appear on the pay stubs in the Company Message to be Printed box.
- To view the pay stubs, click on the Preview option.
- At last, click on the Print option.
Congrats! By performing the above-listed steps, you have successfully printed the paychecks and pay stubs in QuickBooks desktop software.
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Steps to Print Paychecks and Pay Stubs in QuickBooks Online
If you are using the online version of the QuickBooks software, then the steps that you can follow to print paychecks and pay stubs are given below:
A). Setting Up the Printing Preferences
- Login to your QuickBooks online account and then head forward to Settings.
- Choose Payroll Settings and scroll down to the Printing section.
- Click on the Edit option and select the method for printing pay stubs or paychecks.
- A plain piece of paper for pay stubs.
- Use check paper compatible with QuickBooks to pay checks. Choose the type of QuickBooks voucher you have, and then click on the Align My Printer option to set up the alignment process.
- Following the above steps, click on the Save option.
Note: If you want to print the paychecks on a QuickBooks-compatible check paper, then you must ensure that the checks and stubs are perfectly aligned. For that:
- Head forward to the Printer Setup page and follow the on-screen instructions.
- Click on the Save and Done option.
B). Printing Paychecks and Pay Stubs
- Head forward to the Payroll section and click on the Employees option.
- Then, click on the Paycheck List option below the Run Payroll.
- Choose the relevant paycheck or pay stub that you want to print.
- To change the date range or employee, simply click on the Filter option.
- Thereon, head forward to the Action column and click on the Print option.
- Now, a preview of the paycheck or pay stub will open on your screen.
- Finally, to process the print request, click on the Printer icon.
Conclusion
As demonstrated above, this blog has covered detailed information about how to print paychecks and pay stubs on QuickBooks desktop and online. We hope that by reading this blog and following its instructions, you can easily print your paychecks and pay stubs without any issues. However, if you still encounter any issues while printing the documents, then we recommend you get in touch with the QuickBooks support team. Experts are readily available 24/7 around the clock to attend to your calls and help you use the software smoothly and efficiently.
