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.
Portable Document Format (PDF) is a universal file format that preserves the
fonts, formatting, and graphics of the source document. PDF files are compact
in size and can be viewed exactly as intended by anyone with free Acrobat®
Reader® software. When you email a business form or report from QuickBooks as a PDF file attachment, the message includes a link the recipient can click to download the free
Acrobat Reader software.
You can also save forms and reports in PDF format for other
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
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.
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.
Select the paychecks for which you need paystubs:
Separate regular paychecks from Direct Deposit paychecks.
Manually select the paychecks that you want to e-mail.
Verify that the pay stubs that you want to send are selected in the Forms To Send list.
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.
Adding or changing an e-mail address for your employees
Change your company's e-mail address
Editing (customizing) e-mail text when sending a pay stubs to employees
Change preferences for sending forms (such as pay stubs)
Troubleshoot e-mail problems