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Send pay stubs to your employees via e-mail

You can e-mail pay stubs to your employees directly from QuickBooks. Pay stubs are delivered as password-protected PDF attachments, which preserve the format and layout of the pay stub. After receiving the e-mail and entering his or her unique password, the employee can simply save and print the pay stub from a local computer.


QuickBooks uses the company's e-mail address as the sender (in the From line) and the employee's e-mail address as the recipient (in the To line). If your company file doesn't include an e-mail address for the company or for the employee, you'll be prompted to enter the information when you e-mail a pay stub to the employee.

The employee's password, which is automatically generated, is the first four alphabetic characters of the employee's last name (in lowercase) followed by the last four digits of the employee's Social Security number. You can edit the e-mail text that accompanies the pay stub to describe this password scheme to your employees. How?

Show me some password examples.

The password for Ben Narramore with SSN 855-56-4545 would be narr4545.

The password for Deb D'Spain with SSN 782-34-3419 would be dspa3419.

The password for Jimmy Wu with SSN 903-88-7465 would be wu7465.

Notice that passwords are in lowercase and do not contain any punctuation characters. The only time an employee's password would contain an uppercase character is if the first character of the employee's last name was an extended character such as Á. QuickBooks does not convert extended characters to lowercase.

To do this task

  1. Create paychecks.

  2. Click Print Pay Stubs in the Confirmation and Next Steps window.

    Alternatively, you can go to the File menu, click Print Forms, and then click Pay Stubs.

  3. Review the list of paychecks and their dates:

    • If you want to open the paychecks from a different payroll account, click the Bank Account drop-down arrow and choose that account.

    • If you want to display paychecks with a check date from a different date range, specify a new date range in the Checks Dated and Thru fields.

  4. Select the paychecks for which you need paystubs:

    • Separate regular paychecks from Direct Deposit paychecks.

      To display only regular paychecks in the Select Pay Stubs window, click Paychecks in the Show field. To display only direct deposit paychecks, click Direct Deposit in the Show field. (You must have an active subscription to QuickBooks Payroll with Direct Deposit activated to send direct deposit paychecks to your employees.)
    • Manually select the paychecks that you want to e-mail.

      If you don't want to print a particular paycheck in the list, click it to clear the checkmark. If you only want to e-mail a few of the pay stubs, click Select None, and then individually click next to the paychecks you want to e-mail.
  5. Click E-mail.

  6. Verify that the pay stubs that you want to send are selected in the Forms To Send list.

  7. Click Send Now.

    If you're using your Outlook, Outlook Express, or Window Mail, QuickBooks sends the pay stubs to your e-mail program and your e-mail program then sends the e-mails for you. You can find copies of the sent e-mail in your e-mail program's Sent Items or Sent Box folder.

See also

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