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How to Print Pay Stubs in QuickBooks Online?

Most employees are happy to see a payroll envelope on their desks or to see a direct deposit post to their bank account on payday. However, there’s more to paying your employees than getting their wages into their hands or their bank accounts. Part of your responsibility as an employer is to provide detailed pay stubs to your employees with each payroll. If you use business accounting software to handle your operations, the process doesn’t have to be difficult.

QuickBooks Online makes it easy to not only process payroll for your employees, but also to produce pay stubs that comply with your state’s regulations (there are no federal regulations requiring you to provide pay stubs to your employees). In this article, we’ll show you step-by-step how to print pay stubs in QuickBooks Online. But first, let’s take a closer look at the pay stub document.

Printing QuickBooks Pay Stubs

Now that you know why you should prepare pay stubs for your employees, let’s walk through how to print pay stubs in QuickBooks Online.

First off, make sure you have QuickBooks Payroll turned on in QuickBooks Online. To turn on QuickBooks Payroll, hover over “Workers” on the left-hand side of the dashboard screen, then click “Employees.”

Electronically Delivering Pay Stubs via QuickBooks Online

You also have the option of electronically delivering QuickBooks pay stubs to your employees. First, check your state’s requirements regarding the electronic delivery of pay stubs. Your employees might have to complete an opt-in form in order to receive their pay stub electronically (currently, Hawaii is the only state requiring an opt-in for electronic pay stubs).

If you can provide pay stubs electronically under your state’s laws, your employees can access them by visiting the QuickBooks Workforce website at When you create your employees’ profiles in QuickBooks Online using the “Add an employee” button (see above), you have the option to invite the employee to view their pay stubs and W-2s online (you must get employee consent to deliver W-2s online). Entering the employee’s email address and then clicking the checkbox next to this option will send the employee an invitation to the QuickBooks Workforce site.

The Bottom Line

It’s easy to print your employees’ pay stubs in QuickBooks Online. Setting up your printing and electronic delivery options takes only moments. And, those few minutes allow you to provide your employees. With detailed information about their earnings, deductions, and benefits with each paycheck. And, you can also contact us at QuickBooks Support Phone Number.

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