How to Print Payroll Stubs in QuickBooks Desktop

Introduction

Payroll stubs are an essential part of every business's financial documentation. They provide employees with a detailed account of their earnings, taxes, and other deductions, serving as a record for both the employer and the employee. QuickBooks Desktop has made it easier than ever to print payroll stubs right from your office. This guide offers a step-by-step walkthrough to help you get started.

Table of Contents

1. Prerequisites

2. Benefits of Printing Payroll Stubs

3. Step-By-Step Guide

4. Troubleshooting

5. FAQs

6. Conclusion

1. Prerequisites

• QuickBooks Desktop software (Pro, Premier, or Enterprise)

• Payroll service activated

• Printer setup completed

2. Benefits of Printing Payroll Stubs

• Transparency: Provides employees with a detailed breakdown of their earnings and deductions.

• Record-Keeping: Aids in proper record management for both the employer and employee.

• Legal Compliance: May be required by state or federal law to furnish pay stubs.

3. Step-By-Step Guide

Step 1: Open QuickBooks Desktop

• Launch QuickBooks Desktop and make sure you are logged in as an admin.

Step 2: Navigate to Payroll

• Go to Employees on the main menu and then select Payroll Center.

Navigating to the Payroll Center: Click on the 'Employees' tab in the QuickBooks main menu, then select 'Payroll Center' from the submenu.

Step 3: Access Payroll Stubs

• Under the Payroll tab, locate and click on the Pay Employees option.

Screenshot of the QuickBooks 'Payroll' tab with the 'Pay Employees' option highlighted for selection

Step 4: Select Employees

• Choose the employees for whom you want to print payroll stubs by checking the boxes next to their names.

Step 5: Print the Stubs

1. Click on the Print Pay Stubs button usually found at the bottom of the screen.

2. A dialogue box will appear. Select the date range for the pay stubs you want to print.

3. Click on Preview to review the pay stubs before printing.

4. If everything looks good, click Print.

Screenshot illustrating the 'Print Pay Stubs' button in QuickBooks software, commonly located at the bottom of the screen.

Dialogue box in QuickBooks prompting the user to select a date range for the pay stubs to be printed.

Step 6: Confirm Successful Printing

• After printing, always double-check the printed copies for accuracy and completeness.

4. Troubleshooting

• Printer Not Responding: Ensure that your printer is properly connected and that drivers are updated.

• Incorrect Information: If you notice errors, it's essential to correct them in QuickBooks before reprinting.

5. FAQs

• Can I print multiple pay stubs at once?

  • Yes, you can select multiple employees in Step 4.

• Do I need special paper to print pay stubs?

  • Standard printer paper is usually sufficient unless your state has specific requirements.

6. Conclusion

Printing payroll stubs is a crucial task that promotes transparency, aids in record-keeping, and helps maintain compliance with legal requirements. QuickBooks Desktop makes this process simple and efficient, allowing you to focus on other important aspects of your business. If you need further assistance, consider seeking assistance by calling our payroll support phone number professional for further troubleshooting. Happy bookkeeping!