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Level 2

New employee set up for getting his paystub emailed

QBO and a new employee has been paid and I need to know how to set up for him to receive his paystub?  He is not getting one automatically like the other employees do.  Do I have to initiate something on my end?

Not applicable

New employee set up for getting his paystub emailed

Hi, @diana-northcobo.


I'd be glad to help set up view access for your new employee's pay stub in QuickBooks.


You'll need to edit your employee's personal info and ensure that he/she is invited to view the pay stub online.


Here's how:


  1. Go to Workers and select Employees.
  2. Select the new employee on your employees' list.
  3. Click the Edit employee tab.
  4. Make sure to type in your employee's email and check the Invite this employee to view their pay stubs and W-2s online box.
  5. Once finished, click Done.

paystub1.PNG paystub2.PNG


Your employee will then received an email. Let your employee follow the email's instructions to finish the access setup. 


For more information about pay stub access, you can check this helpful article: Set up online pay stub access for employees.


That should do it. If you need other references in the future, you can always access our site: Help articles for QuickBooks Online Payroll.


Keep me posted if you have other questions about the pay stub access. I'll be here to help.

Level 2

New employee set up for getting his paystub emailed

I do not have the email option as you list on #4.  I can't even see the email address until I click on Profile.  And then it's just the email address with no option to check anything. 


New employee set up for getting his paystub emailed

Hi there, @diana-northcobo.


Thank you for getting back to me and taking the time to let us know the outcome of the troubleshooting. I'd be happy to help share additional input to give your new employee access to his pay stubs online.


If you use the QuickBooks Workforce feature for other employees, you're halfway there setting up the new employee to send the paystubs online automatically. Since you already run payroll, have your employee sign up at


Please remind the employee to keep his Social Security number (SSN) and the latest paycheck handy. This info is required to verify and match the employee with the correct company and paycheck info.


That's it! Once done, he can view his paystub in his QuickBooks Workforce account. Then, if your employees want to be notified every time a pay stub is available, they just need to set this up in their account. Just let them select Preferences, then choose Send me an email when new pay stubs are available.


You may want to check this article for more details: Set up online pay stub access for employees (QuickBooks Workforce, formerly ViewMyPaycheck).


This information should help get you back on track for providing the pay stubs to your employee. Feel free to hit the Reply button below if you have any other questions about this or about payroll. I'll be happy to help you further. Have a great rest of your week. 

Level 1

New employee set up for getting his paystub emailed

Eh?  "His paystub"?

I thought it was pretty standard these days to not refer to all individuals as "he".

I personally think it's time for English to have a singular non-gendered pronoun, and suggest contracts and manuals use "Zey/Zem/Zeir"  (Zey will need to sign up to receive paystubs zeirself, but if no email was sent to zem automatically the payroll accountant can send it to zem.)


If a company is not comfortable with a new singular pronoun, the old standard non-gendered plural "They/Them/Their" works (It was good enough for Shakespeare, but I find it confusing).

"One can sign up for one's Workforce account oneself"  is also correct, but almost no-one uses that form these days.


Yours in gender language transition woes :-)


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