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Level 1

Employee can't access pay stub with password

When I email out paystubs, I have one employee who cannot access her pay stub.  The password combo of first 4 of last name and last 4 of ssn does not work.  I also cannot access mine in the same manner and my stub is sent from a totally different QB acct from another accountant.  Has anyone ever experienced this and how do I fix it?



3 Comments 3

Employee can't access pay stub with password

The Community has your back, hoodn1.


I'm want to help make sure your employee will be able to access emailed paystub from QuickBooks Desktop.


You can check the employee details to make sure the last name and Social Security number are correct.


Here's how:


  1. Click the Employees tab at the top menu bar.
  2. Select the Employee Center option.
  3. Go to the Employees tab.
  4. Double click the name of the employee.
  5. Go to Personal.
  6. Check the last name.
  7. Check the Social Security Number.
  8. Click OK.


If the name is shorter than four characters, enter the whole last name and remember these letters are always in lower case.


For more information and scenarios, I'm adding the article I recommend this (scroll down to What is the Employee Password?):


Email pay stubs from QuickBooks Desktop.


As always, please let me know if I can be of additional assistance with any payroll related concerns. I'm always ready to help.

Level 1

Employee can't access pay stub with password

I have an employee whose password does not work but the name is correct and the SS number is correct in Quickbooks.  Both he and I have tried opening the email using the


  • The first 4 characters of the employee's last name. These 4 characters are always lower case.
  • The last four digits of the SSN.

Does anyone know what I am do to resolve this issue?


Employee can't access pay stub with password

Welcome and thanks for joining this conversation, @THANK.


The password you've entered is the right format, and your employee should be able to view the emailed pay stub. The password is automatically generated and can't be removed. It can only be altered if the employee's name and SS number changes within QuickBooks Desktop before the check is created.


Since you already verified that the employee's information in QuickBooks are correct, I highly suggest contacting our Support Team. They have tools that can pull up your account in a secure environment and investigate further.


Please refer to this article for the detailed steps on how to reach them: Contact the QuickBooks Desktop Customer Support Team.


After contacting them, I'm confident that your employee can be able to view the pay stub. I'm also adding this article for future reference: Email pay stubs from QuickBooks Desktop.


Please let me know how the call goes or should you need anything else. I'll be here for further assistance. Take care always.

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