How to Print Paystubs in QuickBooks Desktop: Complete Guide for Employers

Jhon Martin
Dec 1
4 min read

Printing paystubs is one of the most essential payroll tasks for any business using QuickBooks Desktop. Whether you're processing payroll weekly, biweekly, or monthly, employees need accurate paystubs that clearly outline their earnings, deductions, taxes, and year-to-date information. QuickBooks Desktop makes this easy—provided everything is set up correctly. However, many users run into issues like mismatched templates, printer errors, missing employee details, or outdated payroll tax tables.

This comprehensive guide explains how to print paystubs in QuickBooks Desktop, common issues you may encounter, and troubleshooting tips to ensure flawless printing. If you need instant help, Dial Now +1-866-408-0444 for expert assistance.

What Are Paystubs in QuickBooks Desktop?

Paystubs (also known as check stubs) are detailed breakdowns of employee earnings. Every paycheck generated in QuickBooks Desktop has an associated paystub that includes:

Regular and overtime earnings
Bonus or commission payments
Federal and state tax withholdings
Health insurance, 401(k), and other deductions
Employer contributions
Net pay
Year-to-date totals

These paystubs can be printed individually, in bulk, or emailed depending on your payroll setup.

How to Print Paystubs in QuickBooks Desktop

Follow these step-by-step instructions to print accurate paystubs:

Step 1: Open the Payroll Center

Launch QuickBooks Desktop.
Go to the Employees menu.
Select Payroll Center.

Here you’ll see all recent payrolls, scheduled payrolls, and employee details.

Step 2: Navigate to the Paystubs Printing Section

In the Payroll Center, click the File Forms or Pay Employees tab.
On the bottom or right panel, locate the Print Pay Stubs option.

This will open the Paystub printing window.

Step 3: Select the Date Range

You can print:

Paystubs for a single payroll run
A pay period
A custom date range

Choose the period for which you want to generate paystubs.

Step 4: Choose the Employees

A list of employees paid during that period will appear.Check the box next to each employee whose paystub you want to print.

If you're printing paystubs in bulk, you can select all.

Step 5: Customize the Paystub Template (Optional)

QuickBooks Desktop allows you to modify:

Company name and logo
Message or notes
Paystub layout
Additional paycheck information

To customize:

Click Preferences.
Go to Payroll & Employees.
Select Company Preferences.
Edit your paystub settings as needed.

A properly customized template ensures better readability and reduces printing errors.

Step 6: Select the Printer or Save as PDF

QuickBooks Desktop supports:

Regular printers
Network printers
Save-as-PDF
Print preview

Choose your preferred option and click Print.

Your paystubs will be printed immediately.

If you want to create digital copies:

Choose Print to PDF
Save them securely for your payroll records

How to Print Paystubs from the Employee Menu

QuickBooks Desktop also offers a shortcut:

Open Employees menu
Select Employee Center
Click the employee's name
Choose Paychecks tab
Select a paycheck
Click Print Pay Stub

This is useful when an employee requests a reprint or needs a correction.

How to Email Paystubs Instead of Printing

QuickBooks Desktop also allows you to email paystubs securely.

Steps:

Go to Employees > Send Forms
Choose Pay Stubs
Select employees
Enter email addresses
Click Send Now

Employees can open paystubs using a secure password (usually last four digits of SSN and first four letters of last name).

Common Issues When Printing Paystubs in QuickBooks Desktop

Even though the process is straightforward, many users face challenges such as:

1. Printer Not Responding

Reasons include:

Outdated printer drivers
Incorrect printer selection
Windows print spooler issues

2. Paystub Template Not Showing Information

This can occur due to:

Damaged QuickBooks PDF components
Incorrect preference settings
Payroll data corruption

3. Missing or Incorrect Employee Information

If the paystub displays wrong details:

Update employee profile
Verify payroll items
Rebuild your payroll data

4. QuickBooks Freezing When Printing

This usually happens if:

You are using an outdated QuickBooks Desktop version
Windows security settings block the print driver
The QuickBooks program file is damaged

5. Paystubs Printing Blank

This is often due to:

Incorrect paper size
Damaged forms
Outdated Adobe/PDF components

If you need expert help fixing these issues, Dial Now +1-866-408-0444.

Troubleshooting Tips for Paystub Printing Errors

Here are some proven solutions:

1. Update QuickBooks Desktop and Payroll Tax Table

Go to:

Help > Update QuickBooks Desktop
Employees > Get Payroll Updates

Outdated versions cause printing problems.

2. Repair QuickBooks Print PDF Components

Use the built-in QuickBooks Tool Hub:

Download and install QuickBooks Tool Hub
Open the Tool Hub
Choose Program Problems
Select QuickBooks PDF & Print Repair Tool

This fixes print-related errors instantly.

3. Restart Windows Print Spooler

Press Windows + R
Type services.msc
Find Print Spooler
Click Restart

4. Rebuild Payroll Data

Go to File > Utilities
Select Rebuild Data
Then Verify Data

This repairs paystub calculation or display errors.

5. Check Printer Preferences

Ensure:

Correct printer selected
No pending print jobs
Updated drivers from manufacturer

Why Printing Paystubs in QuickBooks Desktop Is Important

Accurate paystubs help ensure:

Smooth payroll audits
Transparency with employees
Compliance with labor laws
Correct tax reporting

They also help employees track deductions, benefits, and net pay.