Emailing employee paystubs

clang7060 · ‎March 12, 2024

Hi! I emailed my employees their paystubs for the first time tonight. If it bounces, will I be notified? Thanks

Archie_B · ‎March 12, 2024

Allow me to chime in and share some insights about emailing paystubs through QuickBooks Desktop Payroll.

Currently, QuickBooks Desktop Payroll doesn't have a built-in feature to provide alerts specifically for bounced paystub emails.

It is also important to note that the success rate of emailing pay stubs to employees through QuickBooks Desktop will still depend on your email provider's settings. This is because certain email providers, such as Outlook, have particular settings that prevent you from sending mass emails.

With that, to ensure the successful delivery of paystubs to your employees' email addresses, it is advisable to review and adjust the settings of your email service provider accordingly. You can also consult an IT professional to help you set up your email settings.

If your employees didn't receive or have issues accessing their paystubs in the email, here are the things you can do:

Send a test email to yourself. This notifies you if there is an issue with your email service.
Ask your employees to check their email spam folders and filters that might block emails.
Make sure employees enter the correct password. If they still can't open the email, you can check this link to learn how to resolve it: Fix webmail password issues in QuickBooks Desktop.

Also, I understand that you are less interested in setting up QuickBooks Workforce, but it is a straightforward process. You just need to send your employees an invitation to create their own accounts and access their pay stubs online.

Aside from the fact that it is free and already included in your payroll subscription, QuickBooks Workforce will allow you to track whether your employees have successfully accessed their pay stubs. This gives you peace of mind knowing that your employees have reviewed and accessed their paystubs.

I'll be here if you have any additional payroll-related questions or concerns. Just leave them in the comments section below and I'll get back to you as soon as I can. Have a wonderful day.

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VoltF · ‎March 12, 2024

Hey there, @clang7060!

Let me share with you some insights on setting up a Workforce Account in QuickBooks Desktop Payroll to view and email your employees' paystubs.

Ideally, employers can email paystubs to their employees and view their employees' Workforce Accounts in QuickBooks Desktop Payroll. Also, employers can invite their employees to QuickBooks Workforce, which enables employees to access their pay stubs, W-2s, and other relevant information online. To set this up, employers must create a QuickBooks Workforce account and invite their employees to access their accounts.

This can be done through QuickBooks Desktop Payroll by following the steps outlined in the Invite your employees to QuickBooks Workforce to see pay stubs, and W-2s help article.

Furthermore, you can refer to the detailed instructions provided in this article to learn how to turn on notifications: Set up your QuickBooks Workforce account.

Additionally, you might find it helpful to check out these articles to get additional insights and information:

Please feel free to leave a comment if you need further assistance with payroll-related matters in QuickBooks Desktop. I am available 24/7 to check your post. Have a great day!

clang7060 · ‎March 12, 2024

Thanks, but I'm not interested in setting up a Workforce Account. I'm just wondering if I'll get an alert if a paystub email bounces.

Archie_B · ‎March 12, 2024

Hi there, clang7060

Allow me to chime in and share some insights about emailing paystubs through QuickBooks Desktop Payroll.

Currently, QuickBooks Desktop Payroll doesn't have a built-in feature to provide alerts specifically for bounced paystub emails.

It is also important to note that the success rate of emailing pay stubs to employees through QuickBooks Desktop will still depend on your email provider's settings. This is because certain email providers, such as Outlook, have particular settings that prevent you from sending mass emails.

With that, to ensure the successful delivery of paystubs to your employees' email addresses, it is advisable to review and adjust the settings of your email service provider accordingly. You can also consult an IT professional to help you set up your email settings.

If your employees didn't receive or have issues accessing their paystubs in the email, here are the things you can do:

Send a test email to yourself. This notifies you if there is an issue with your email service.
Ask your employees to check their email spam folders and filters that might block emails.
Make sure employees enter the correct password. If they still can't open the email, you can check this link to learn how to resolve it: Fix webmail password issues in QuickBooks Desktop.

Also, I understand that you are less interested in setting up QuickBooks Workforce, but it is a straightforward process. You just need to send your employees an invitation to create their own accounts and access their pay stubs online.

Aside from the fact that it is free and already included in your payroll subscription, QuickBooks Workforce will allow you to track whether your employees have successfully accessed their pay stubs. This gives you peace of mind knowing that your employees have reviewed and accessed their paystubs.

I'll be here if you have any additional payroll-related questions or concerns. Just leave them in the comments section below and I'll get back to you as soon as I can. Have a wonderful day.

clang7060 · ‎March 13, 2024

Thank you! That answered my question. If employees have issues, I'll refer back to your answer.

JorgetteG · ‎March 13, 2024

I'm glad to know that the information provided was able to address your query, @clang7060. Our top priority is to offer you the necessary assistance at all times.

Please feel free to contact us whenever required, in case you need further assistance or have any concerns related to QuickBooks. We are always available to provide you with the necessary support and help.

brogoitti · ‎June 27, 2024

Is there a way to remove the Password from the paystubs when emailing them from the Desktop QB? I have 1 client who has 2 (elderly) employees who simply can never manage to open their pay stubs and I end up having to create individual PDFs for them every time and I simply don't have the time to do this constantly.

James_AL · ‎June 27, 2024

Removing the password from the paystub isn't feasible due to employee privacy issues, @brogoitti. Let me discuss this in detail.

QuickBooks Desktop automatically generates passwords when you email a pay stub. This feature cannot be disabled due to employee privacy concerns.

Instead of mailing paper pay stubs, QuickBooks Desktop allows you to email digital copies directly to your employees. Each pay stub is delivered a password-protected PDF to their email addresses.

Additionally, you might find it helpful to check out these articles to get additional insights and information:

Invite your employees to QuickBooks Workforce to see pay stubs, W-2s, and more if you use QuickBooks...

Please know that you're always welcome to post if you have any concerns about pay stubs in QuickBooks. I'll be around to help you. Take care always.

419895 · ‎October 08, 2024

I need to know if I’m not using workforce how do I know what password to give my employees to open their emailed paystubs?

Eman_E · ‎October 08, 2024

Hello there.

Nice to see you on this thread. I'll be glad to share more details about how emailing employee paystubs works in QuickBooks Desktop, (QBDT).

In QBDT, if you're not using Workforce to distribute pay stubs, the default password for employees to access their emailed pay stubs is consists of the first four letters of the employee's last name (in lowercase) followed by the last four digits of their SSN. If the last name has less than four letters, use the entire name. Uppercase letters are included only for extended characters, and non-letter characters (e.g., dashes and spaces) are removed.

Regarding your concern, since you will not be using Workforce, the pay stubs you send to your employees will include email instructions on how to obtain their access password. Employees can refer to these instructions for guidance.

For more information, you can check out this article: Email pay stubs from QuickBooks Desktop.

Furthermore, in case you use QuickBooks Workforce you can invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Desktop Payroll.

I'll be around if you have additional questions about managing your employees. Just leave them in the comments section below. Have a wonderful day.

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