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Email pay stubs from QuickBooks Desktop

You can email pay stubs to your employees directly from QuickBooks Desktop. Pay stubs are delivered as password-protected PDF attachments, which preserve the format and layout of the pay stub. After receiving the email and entering their unique password, the employee can simply save and print the pay stub from a local computer. Employee password protection is in place to increase the security of employee information.

QuickBooks Desktop uses the company's email address as the sender (From field) and the employee's email address as the recipient (To field). If your company file doesn't include an email address for the company or for the employee, you'll be prompted to enter the information when you email a pay stub to the employee.

Steps to email pay stubs

  1. Verify email settings in QuickBooks Desktop.
    1. Ensure QuickBooks is updated to the latest release.
    2. From the Edit menu, go to Preferences.
    3. On the left pane, choose Send Forms then go to the My Preferences tab.
    4. In the Send email using: section, select:
      • Web Mail: if you want to use services such as Gmail, Yahoo, etc… to send your emails.
      • Outlook if you want to use Microsoft Outlook to send you emails.

      If you need step-by-step instructions, refer to Set up your email service in QuickBooks Desktop.

    5. Click OK
  2. Ensure you are in single-user mode (File >Switch to Single-user mode).
  3. From the QuickBooks File menu, select Print Forms and click Pay Stubs.
  4. Ensure the Bank Account is correct.
  5. Check from and through dates and update them to match the paycheck date.
  6. Select the employee/s you want to email pay stub to.
  7. (Optional) Click Preview to view details of Pay stubs before sending them.
  8. Click Email.
  9. Take note of each employee’s pay stub password. Be sure to email the password to them.NOTE: The employee's password, which is automatically generated, is the first four alphabetic characters of the employee's last name (in lowercase) followed by the last four digits of the employee's Social Security number. You can edit the email text that accompanies the pay stub to describe this password scheme to your employees.
  10. Click OK twice.
  11. Enter each employee’s email address then click OK.
  12. Verify all information is correct then click Send Now.

If you need to see a list of emails sent to employees, go to the Employee Center, select an employee and under Employee Information, go to the Sent Email tab.

Frequently Asked Questions

How do I change the default text for the email?

  1. From the File menu, select Print Forms and click Pay Stubs.
  2. On the Select Pay Stubs window, click Default Email Text.
  3. On the Send Forms preferences window, select Pay Stubs.
  4. Click Add Template. (Default Template "Basic Pay Stub" cannot be edited)
  5. Customize template message and click Save. This template will automatically be listed as new default.
  6. Click OK.

Important Note: Although new template will automatically be listed as default, you will need to switch template from old to new option on 'Send Forms' screen before clicking Send Now. Once this has been manually changed, it will automatically default to the desired template for future sends.

How do I change the From or To email address on the pay stub?

  1. From the File menu, select Print Forms and click Pay Stubs.
  2. On the Select Pay Stubs window, click Email.
  3. On the Send Forms window, click Edit Email.
  4. Update the email address in the From or To field.
  5. Click Yes to the warning message asking if you want to update the information.

How do I remove pay stubs prior to emailing?

If you are already on the Send Forms screen and you want to remove pay stubs from the list, click the Remove button.

What should I do if my employees are not receiving the pay stub emails?

  • Send test emails to yourself to confirm the issue.
  • Ask your employees check their email spam settings and any other filters that may be preventing them from receiving your emails.

Important: The last name cannot contain parentheses or brackets, or the employee will not be able to open the emailed pay stub.

What should I do if I am having problem emailing pay stubs?

Verify you are on the latest version of Adobe. This allows the pay stubs to be converted into PDF format for viewing.

  1. On the internet browser address line, type
  2. Search for Updates.
  3. Find Adobe Reader 9.3 update or Adobe Acrobat 9.3 Professional update, depending on the version you have.
  4. Select the computer program language listed, such as Windows, or Macintosh.
  5. Complete the download.

If you are having trouble entering your email password, see QuickBooks will not accept my web mail password for detailed troubleshooting steps.

What should I do if QuickBooks Desktop will not accept my web mail password?

Refer to QuickBooks will not accept my web mail password.

Why don’t I have email options available in QuickBooks Desktop?

See Outlook is missing in QuickBooks Desktop Send Forms preferences for detailed information.

What is the Employee Password?

Passwords are composed of the following:

  • The first 4 characters of the employee's last name. If the name is shorter than 4 characters, use the whole last name (do not append the first name to it). These 4 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 does not convert extended characters to lowercase.
  • The last four digits of the SSN.

Any non-alpha character (dash, space, etc...) is removed from the last name when building the password. Some examples are:

  • If John Smith's Social Security Number was 123-45-6789, his password to view an emailed pay stub would be smit6789.
  • The password for Ben Narramore with SSN 855-56-4545 would be narr4545.
  • The password for Deb D'Spain with SSN 782-34-3419 would be dspa3419.
  • The password for Jimmy Wu with SSN 903-88-7465 would be wu7465.

The password is automatically generated and can't be removed. The only way the password can be altered is if the employee's name and social security number changes within QuickBooks Desktop before the check is created for the employee. Employees cannot create custom passwords for this feature.

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