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Print or reprint paychecks and pay stubs

SOLVEDby QuickBooks1732Updated January 04, 2024

Learn how to print paychecks or pay stubs in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

If you pay employees through paper checks, you can print them out using your payroll product. You can also invite your employee to view and print their pay stubs in QuickBooks Workforce.

We’ll show you how to print out your employees’ paychecks and pay stubs in your payroll product.

Intuit recommends printing paychecks on QuickBooks compatible check paper. To learn how to order paper from Intuit see the Intuit Market.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Step 1: Set up your printing preferences

  1. Go to Settings ⚙️, then select Payroll settings.
  2. In the Printing section, select Edit ✎
  3. Select how you’d like to print your paychecks or pay stubs.
    1. Pay stubs on plain paper
    2. Paycheck on QuickBooks-compatible check paper: Select the type of QuickBooks voucher you have (paycheck and 1 pay stub or paycheck and 2 pay stubs). Then select Align check* to set up the alignment.
  4. Select Save.

*If you want to print paychecks on QuickBooks-compatible check paper, make sure your checks and stubs are aligned when you print them. Select Align check and follow the steps provided on your display.

Note: You can also access your printing preferences at the end of creating payroll. On the Payroll is done window, look for Change print settings.

Set up paychecks:

Set up your printer and choose what type of check paper and add-ons you want on your paychecks.

  1. Go to File then select Printer Setup.
  2. In the Form Name dropdown ▼, select Check/Paycheck.
  3. Select the Settings tab.
  4. Select your Printer Name and Printer Type.
  5. Choose your Check Style of Voucher, Standard, or Wallet.
  6. Select the additional options to print your company name and address, logo or image.
  7. Select OK

Set up pay stubs:

  1. Go to File then select Printer Setup.
  2. In the Form Name ▼, select Pay stub.
  3. Select your Printer Name and Printer Type.
  4. Select OK.

Step 2: Print paychecks or pay stubs

  1. Go to Payroll, then Employees.
  2. Select Paycheck list below Run payroll.
  3. Select the paycheck you want to print. You can select Filter▼ to change the Date range or Employee.
  4. In the Action column, select Print.
  5. A preview of the paycheck or pay stub opens. Select the printer icon to print.

If you run into an error while printing paychecks or pay stubs, check out Troubleshoot printing paychecks, pay stubs, and forms to learn more.

Print paychecks

  1. Go to File, then select Print Forms.
  2. Select Paychecks.
  3. Select your payroll Bank Account ▼.
  4. Verify that the number in the First Check Number field matches the number of the first check in your printer.
  5. Select Paycheck or Direct Deposit.
    • If you choose Direct Deposit, QuickBooks will print advice of deposit forms for direct deposit paychecks.  These forms are non-negotiable checks and print on the same check stock you use for printing regular paychecks. You can give these to your employees as pay stubs. Check this out if you want to order Advice of Deposit Forms. 
  6. Select OK.
  7. Take a final look at your print settings, then select Print.

Print pay stubs

  1. Go to File, then select Print Forms.
  2. Select Pay Stubs.
  3. Select your payroll Bank Account ▼.
  4. Enter the date range that includes the pay date of the pay stubs.
  5. Select the pay stubs you want to print. If you want to filter for specific employees, select them from Employee ▼.
  6. Select Preferences to choose the company and employee info that prints on the pay stubs.
  7. Enter text in the Company message to be printed on all pay stubs box if you want to include a message on each pay stub.
  8. Select Preview to view pay stubs before you print them. 
  9. When you're ready, select Print.

You can also email pay stubs from QuickBooks Desktop.

Reprint paychecks or pay stubs

  1. Go to Payroll, then Employees.
  2. Select Paycheck list below Run payroll.
  3. Select the paycheck you want to print. You can select Filter▼ to change the Date range or Employee.
  4. In the Action column, select Print.
  5. A preview of the paycheck or pay stub opens. Select the printer icon to print.

If you run into an error while printing paychecks or pay stubs, check out Troubleshoot printing paychecks, pay stubs, and forms to learn more.

Reprint one paycheck

  1. Go to Lists then select Chart of Accounts.
  2. Double-click the bank account you use for payroll.
  3. Double-click the paycheck you want to reprint.
  4. Select Print.
  5. Enter the check number, and select OK.
  6. Choose your printer settings and check style then select Print. 
  7. When you’ve finished, select Save and Close.

Reprint multiple paychecks

  1. Go to Lists then select Chart of Accounts.
  2. Double-click the bank account you use for payroll.
  3. Double-click the paycheck you want to reprint.
  4. Select Print Later, then Save & Close.
  5. Repeat for each check that is not marked to print.
  6. Select File then Print Forms
  7. Select Paychecks.
  8. Select the paycheck(s) you wish to print.
  9. Click OK.
  10. Review your print settings, then select Print.

Troubleshoot printing issues

If you encounter issues while printing paychecks, pay stub, or forms, you may need to check your printing preferences, printer setup, or print alignment.

Check out these articles to fix your printing issues:

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