Paystub Passwords

Hi there, @linowitzcpa.

Thanks for letting us resolve your concern. I can provide you information about the enter password requirement when employees' trying to view their pay stubs.

I want to make sure I understand how you send pay stubs to your employees before, so I can properly address this matter. You can drop a reply below to further detailed your concern.

On the other hand, if you email pay stubs from QuickBooks Desktop, they are delivered as password-protected PDF attachments to increase the security of the employee information.

An employee's password are composed of:

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

An example is, Sandra Bullock's Social Security Number was 123-45-6789, her password to view the emailed pay stub would be bull6789. Please note that this is a system generated information and can't be disabled due to employee privacy issues.

For more insights about this matter, look into this article: https://quickbooks.intuit.com/community/Employees-and-payroll-taxes/Email-pay-stubs-from-QuickBooks-....

Additionally, emailing pay stubs in QuickBooks Desktop 2016 R7 and later, here's an article for the password requirements now: https://community.intuit.com/articles/1772279.

This information should help your employees access their pay stubs. I'll be on the lookout for your reply and to further assisting you if you have other questions. Wishing you and your business continued success. 

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Hi, is there an easy way within QUICKBOOKS ONLINE to EMAIL employee paystubs that are PASSWORD PROTECTED automatically ??

I understand this is relatively seamless in QUICKBOOKS DESKTOP, but it seems like QUICKBOOKS ONLINE is a "step backwards" ??

Please RSVP. Thank you

Is there a way to EMAIL paystubs easily from within QUICKBOOKS ONLINE, and have them PASSWORD PROTECTED automatically ??

I know you can do this rather seamlessly within QUICKBOOKS DESKTOP, but it seems QUICKBOOKS ONLINE is a "step backwards" ??

If not, can you please add to RECOMMENDED IMPROVEMENTS to the QB Development Team ?

Please RSVP, thank you

We encourage employees to check their paystubs and W2s in the QuickBooks Workforce site, drlucastax. 

You might want to invite your employees to sing up for this online access. If you'd still like to send it through email, you can follow the steps below:

1. From the left menu, select Employees.
2. Choose an employee and the Pay cheque list tab.
3. Locate the pay cheque you'd like to email, and open it by clicking the Net Pay amount.
4. Hit Print. This will open a PDF version of the pay stub. Save the file to your desktop.

Once done, Attach the saved pay stub file to an email and send to the appropriate employee. 

Please note that with email won't b able to have any password protection. Right now, i'll surely take note of this preference and sent it over to our developers for future updates. 

Visit us again if there's anything else you need. 

@drlucastax 

RE: I understand this is relatively seamless in QUICKBOOKS DESKTOP, but it seems like QUICKBOOKS ONLINE is a "step backwards" ??

I think you're right.  It's a recurring theme when customers compare Desktop and Online, where Online usually falls short.

When I email pay stubs to employees, some are saying that they are not receiving them in PDF format.  They are arriving in a winmail.dat file.  Help?

Happy Friday, @SteveMarsha. I'm here to help you correct the format that your employees are receiving their pay stubs.

QuickBooks Desktop delivers each pay stub as a PDF to your employee’s email address and it's password protected. Recipients of files sent through QuickBooks receive an attachment called Winmail.dat instead of a .pdf file. This is a known issue for Microsoft outlook if the recipient's email client is not capable of receiving rich text format (.rtf). No worries, here's a Community Article that walks you through the process on how to correct the format: Winmail.dat is attached to email instead of a .pdf file when sent from QuickBooks through Outlook.

If you need further assistance, just leave me a Reply! I'm always here to help. Have a safe weekend.

What do you do when the employee's last name is 3 letters? Example, New?

What would the password be then?

So, what would the password be for an employee whose last name is only 3 characters?  Example:  New.

Hi there, 15thjdc.

I'm here to share additional information about emailing pay stubs. 

With QuickBooks Desktop, we can send each pay stub as a  password protected PDF to your employee’s email address. If the employee’s last name is shorter than four characters, the program will use the whole last name plus the last four digits of the SSN. In addition, these three characters are always lower case.

The only time an employee's password would contain an uppercase character is if the first character of the employee's last name was an extended character. QuickBooks Desktop doesn't convert extended characters to lowercase.

 Example: The password for Ben New with SSN of [removed] would be new6789.

To know more about this topic, you can read our Emailing Pay Stubs Guide.

Alternatively, we can also set up QuickBooks Workforce for your QuickBooks Desktop. This way, it would be easy for your employees to view their paychecks, W-2's, and other things that matter to them, like available time off and year-to-date earnings.

If I can be of any additional assistance, feel comfortable to insert a comment below. Have a pleasant day ahead.

When I do send forms and choose email paystubs, my email comes up that I have setup in my preferences in QB and it asks me for my password. What password is it asking for? my QB desktop login password, my email password that is setup in Yahoo for my email, my login to QB online email, my send payroll to QB password? I'm really confused.

Hello, cke.

I'm here to clarify on what password to enter when sending paystubs to your employees. 

It would be the Webmail or email password that you set up in QuickBooks Desktop. I take it that you've set up your Yahoo email for sending forms like paystubs. If so, enter its password when prompted. 

If your Yahoo email is different that what you've set up in QuickBooks, here's how you can edit it: 

1. Go to Edit, then choose Preferences. 
2. Find and select the Send Forms menu.
3. Under the My Preferences tab, ensure Webmail is ticked. 
4. Highlight your email ID, then click Edit. 
5. Change the email address in the Email Id box. 
6. Hit OK, then click it again to apply the changes. 

Send your employees' paystubs again, then enter the password for your Yahoo account. You can find more information about emailing paystubs in this article: Email pay stubs from QuickBooks Desktop.

If you need help getting your tasks done in your payroll service or in QuickBooks Desktop, you can check out our articles. Here are the links: 

• QuickBooks Desktop
• QuickBooks Desktop Payroll 

If you'd like clarifications on other features, I'd be more than happy to provide more details about them. Post your questions here regarding QuickBooks Desktop or your payroll services and I'll get back to you as soon as possible. 

Hello, I'm new to this conversation. Is there a reason why the 4 letter + last 4 of the social stopped working for the employees? They are receiving their PDF files, but the usual way to open the file is not working...I tested it myself.

I would appreciate any help on this..thank you

Will you tell me what the password would be if the last name is only 3 letters?  In that case would the password be only 7 characters long?

Thanks for joining this conversation, cmmolieri & kelliemerrill.

@cmmolieri, since the test emails to yourself, didn't work, let's proceed with fixing your webmail password. For the step-by-step procedure, please follow this article: Fix webmail password issues in QuickBooks Desktop. 

If you're getting the same result, I suggest reaching out to our Customer Care Support to have this better checked. They have more tools, like screen sharing, that can help you resolve your concern. 

@kelliemerrill, as mentioned by my colleague from the previous replies, the program will use the whole last name plus the last four digits of the SSN if the last name of the employee is shorter than four characters. 

Let me know if there's anything else I can to help. I'm always happy to answer them!

Only have 3 letters in last name.. The 3 letters of the last name and the last 4 of the SS number is not working for my employee. (new1234)

Hi there, @krissy. I want to make sure your employee can access their paystub without any further delay.

You can check the employee details to ensure 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.

Alternatively, you can let your employees access their pay stubs and W-2s through the web.

Fill me in if I can be of additional assistance with any payroll-related concerns. I'm always ready to help. Have a nice day, @krissy.

I'm having the same problem, the user name: the first four letters of the last name and the password: the last four digits of the social security number are not working.  When I go in to open my own paystub it only asks for the password.  When I enter the password is tells me "wrong password".  Why is this happening and how do I fix it.

Hi there, @CUMC-PJ. I'll share some details about your concern so you can get through this and access your paystub in QuickBooks Desktop (QBDT).

First, I'd like to thank you for notifying us here in the thread. Since you're unable to access your pay stub using the first four letters of your last name and the last four digits of your social security number, I recommend reaching out to your employer. This way, they can send you a copy of your pay stub through your email.

Additionally, here's an article if your employer invited you to access your pay stubs and W-2s via online: View your paychecks and W-2s in QuickBooks Workforce.

@CUMC-PJ, If there's anything else that you'd like me to assist you with, feel free to click the REPLY button below. I'll make sure to lend you a hand again. Take care, and have a good one.

What does an employee do if there last name only contains 3 letters, like "Lee"?

Hey there, @txlady827.

Glad to have you here. Allow me to provide the answers you're looking for about the password requirement. With this information, your employees can view their pay stubs when you email them.

QuickBooks generates the passwords automatically. When the last name has fewer than four characters, the employee uses the full last name plus the last four digits of the SSN. Note he/she must enter them in lowercase.

Example: 

Name: Karen Lee

SSN: 012-34-5678

Pay Stub Password: lee5678

For more info, check out this article: Emailing Pay Stubs Guide.

Alternatively, you'll want to invite your employees to QuickBooks Workforce. This way, they can access their pay stubs and W-2s at any time.

Once your employee has tried the password, keep me updated by using the Reply button below. I'll be here to ensure we get you back up and running. Have a great Tuesday!

@MikiD 

I just transitioned over to online and I want to add that I also find this issue very cumbersome. It is so easy and seamless to email all of my employees paystubs at once and now I have to print and save each paystub individually and create multiple individual emails!? That seems totally absurd and it feels like I went backwards in technology. Is there any hope of this becoming an option anytime soon? I see this comment was made nearly 3yrs ago so I'm hopeful that there has been some progress made on this. It is silly to me, to require employees to sign up for some online database when the other way is so much easier.