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Email payslips to employees in QuickBooks Online Advanced Payroll

SOLVED•by QuickBooks•22•Updated February 15, 2023

Sending payslips to employees doesn't have to be a time-consuming process. With QuickBooks Online Advanced Payroll, you can send payslip notifications to employees with just a few clicks. In this article, we'll show you how to do it.

To email a payslip when finalising a pay run:

  1. In the finalise a pay run window, set the Publish payslips to Make payslips available to employees now.
  2. Select the date you want the payslips to be available to your employees.

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3. Once the pay run is finalised, select Publish Payslips in the actions bar.

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 Your employees will be sent a notification letting them know that their pay has been process.

You can send or resend individual payslips to employees by following these steps:

  1. Go to Employees, select the employee you want to send the payslip to.
  2. Click Payslips.
  3. Select the month you want to send the payslip to open the list of menu options.
  4. Hover over the payslip you want to send and choose Email, or Download to your computer.

To check if payslip notifications have been sent

  1. Go to the employee's settings, and select Pay Run Defaults.
  2. Set the Payslip Notifications to Email.
  3. Go to the employee's Details and check if an email address for the employee is provided.

If you want to add a personal touch to your payslip notifications, simply go to:

  1. Payroll, Payroll Settings and then Payslips.
  2. Click Edit to change the email notification template.

From here you can personalise the message, change the font of the text, add links and more.

QuickBooks Online Advanced Payroll payslip notifications are sent securely through email. We don't support password protecting payslip notifications. If you want your employees to have password protected access to their payslips, you can set them up using the Employee portal.

Go to your Payroll Settings and look for the Email Notification Templates section. Here, you can specify the email address that will be used for outgoing payslip emails. If no email address is provided here, we'll use the contact email address listed on the business details page.

If you need to change the email address reflected in the payslips when they are sent, here's how you can set up the sender email address.

All other outgoing emails are sent from the email address set up in the Contact Email Address under Payroll Settings > Details.

If you have employees that prefer to have their payslips handed to them manually, you can generate them by selecting Payslips in the pay run actions bar.

You will then be able to choose to view All Payslips or Manual Notifications. The second option lets you view payslips only for employees that do not receive email notifications.

The Locations option lets you filter payslips by employee location.

Once you’ve selected manual notifications, select View Payslips and you will be able to print payslips for employees that require one.

The Download Payslips button will produce a PDF version.

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