Email or download payslips in QuickBooks Online Standard Payroll

When you run payroll, a payslip is generated for each employee. It's important to provide employees with their payslip on or before their pay date. The payslip should clearly show their earnings before and after deductions, taxes and contributions. You can either print and mail the payslips or email them to your employees.

This article will cover how to do the following in QuickBooks Online Standard Payroll:

• Download payslips
• Print or email payslips
• Payslip passwords
• View employee payslip history

Tip: Invite your employees to QuickBooks Workforce so they can access and download their payslips.

Download employee payslips

1. Go to Payroll.
2. Select Run payroll.
3. Select Review payroll.
4. Select the employee to open their details.
5. Select Download Payslip.

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Print or email payslips

You can view all the payslips after you run payroll, or you can view all the payslips for any employee at a later time.

1. First, you need to run payroll.
2. Select Go to payslips.
3. Select the boxes next to the employees you want to give payslips to. Make sure they have an email address added in their employee settings.
4. If you want to email the payslip to the employee, select Email Payslip. See payslip passwords.
5. If you wish to print the payslip to give to the employee, select Download Payslip and then Print.

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Payslip passwords

You can securely send payslips to your employees via email. For security reasons, payslips are password-protected when for added security. Let your employees know that they must enter an eight-character password to open the document. 

The password consists of the following:

• First 4 lowercase letters of the employee’s surname. If surname is shorter than 4 letters, use the complete surname.
• First 4 lowercase letters of the NI number. If the NI number is not available, the employee’s birth year is used instead.

Here are a few examples:

Note: If your employee is having issues with their password, doublecheck that their surname and NI number and correctly set up in the employee's settings.

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View employee payslip history

1. Go to Employees or Payroll menu.
2. From the list of employees, select the employee whose payslip you want to view.
3. Select the Payslips tab.
4. Select the payslip to view more details.

You can the option to Email it to the employee or Download the payslip. The current payslips won't include P45 information from a previous employer.

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See also

Employees and payroll