How to Print Check Stubs in QuickBooks

Getting pay stubs to your employees should be simple, but specific settings in QuickBooks can sometimes complicate the process. Whether you’re running payroll for the first time or just need to reprint a single stub from last year, knowing the exact steps saves you time and keeps your team informed. This guide provides a complete walkthrough for printing check stubs in both QuickBooks Online and QuickBooks Desktop, including solutions for the most common printing headaches.

Why Accurate Pay Stubs Are Non-Negotiable

Before diving into the "how," it’s important to remember the "why." A pay stub, or paycheck stub, is more than just a piece of paper; it’s a detailed receipt of an employee's compensation and a key compliance document. Federal regulations, like the Fair Labor Standards Act (FLSA), and various state laws require employers to keep precise records of wages and hours. Providing a clear pay stub helps demonstrate that you are meeting these requirements.

Every pay stub should clearly display:

• Gross Wages: The total earnings before any deductions.
• Deductions: A line-by-line list of all taxes (Federal, State, Local, FICA), pre-tax contributions (like a 401(k)), and post-tax deductions (like Roth 401(k) or certain benefits).
• Net Pay: The final "take-home" amount after all deductions have been subtracted.

Clean, easy-to-read pay stubs prevent employee confusion and reduce questions directed to your payroll or HR department. They build trust by showing employees exactly where their money is going.

How to Print Check Stubs in QuickBooks Online

QuickBooks Online handles payroll through its integrated payroll service, and its printing functions are managed through your browser. This means steps can differ slightly from the Desktop version.

Step 1: Configure Your Paycheck Printing Settings

Before you run payroll, make sure your printing preferences are set correctly, especially if you use pre-printed check stock. Printing a test on a blank sheet of paper first can save a lot of expensive check paper.

1. Navigate to the Settings ⚙️ icon in the top right corner.
2. Under the "Your Company" column, select Payroll Settings.
3. Scroll down and click on Printing, which is located in the "Preferences" section.
4. Here, you will find options for printing on check stock. You can choose "Print 2 stubs" or "Print 1 stub." If you are paying employees with handwritten checks and just need to provide a stub, select the plain paper option. For direct deposits, you are essentially printing a non-negotiable pay stub advising the employee of the deposit.
5. Save your selections before exiting.

Pro Tip: The first time you print, QuickBooks will open a PDF alignment test page. Print this on blank paper and hold it up against your check stock to ensure the dollar amounts, payee details, and other information line up perfectly in the boxes.

Step 2: Print Stubs from a Specific Payroll Run

If you've just completed a payroll run and need to print all the live checks or direct deposit stubs, QuickBooks guides you through it.

1. Complete your payroll run as usual.
2. On the confirmation screen, you’ll see a button to Print paychecks or Print pay stubs. Click it.
3. A print queue window will appear. Here, you should enter the first check number you are using from your check stock. QuickBooks will automatically number the rest of the checks sequentially.
4. A PDF document will be generated containing all the selected paychecks or pay stubs. Double-check that your printer settings in the browser print dialog box are set to "Actual Size" or 100% scale—not "Fit to Page"—to avoid alignment problems.

Step 3: Print a Single or Historical Pay Stub

Often, an employee will ask for a copy of a past pay stub for a loan application, rental agreement, or their own records. Here’s how to find and print it.

1. From the left-hand navigation menu, select Payroll, and then click on the Employees tab.
2. Click the name of the employee for whom you need to print a stub.
3. At the top of their profile, click on Paycheck list.
4. You will see a list of every paycheck issued to that employee. You can adjust the date range at the top if you need to go back further.
5. Select the appropriate paycheck(s) by checking the box next to them. You can select one or several.
6. Once selected, a Print button will appear at the top of the list. Click it.
7. A preview PDF will open in a new tab, ready for you to print or save.

A Note on Digital Access for Employees

To reduce paper and administrative work, invite your employees to QuickBooks Workforce. Once set up, employees can log in to view and print their own pay stubs and W-2s securely from any device, anytime.

How to Print Check Stubs in QuickBooks Desktop

For QuickBooks Desktop (Pro, Premier, or Enterprise) users, the process is slightly different as it is done through the desktop application rather than a web browser.

Step 1: Adjust Pay Stub & Voucher Printing Preferences

QuickBooks Desktop offers granular control over what information appears on your pay stubs. Setting this up correctly ensures employees get all the information they need.

1. Navigate to the top menu and click Edit, then select Preferences.
2. In the Preferences window, select Payroll & Employees from the left-hand list.
3. Click on the Company Preferences tab at the top.
4. Under the "Payroll Printing" section, click the Pay Stub & Voucher Printing button.
5. Here you can check boxes to include items like sick and vacation hours available, employee social security numbers (not recommended for security), or the company leave policies. Select what you need and click OK.

Step 2: Printing Checks and Stubs After a Payroll Run

When you finish processing employee payments, printing is the immediate next step offered by the system.

1. From the top menu, go to Employees > Pay Employees and run your scheduled or unscheduled payroll.
2. After creating the paychecks, the "Confirmation and Next Steps" screen will appear. Click Print Paychecks.
3. A "Select Paychecks to Print" window will open. Your most recent payroll run should be pre-selected.
4. Verify that the bank account is correct and select the checks you wish to print.
5. Enter the first check number. Be sure this matches the number on top of your pre-printed check stock.
6. Click OK to send them to your printer. Like with QBO, QuickBooks Desktop has a printer setup feature that lets you fine-tune the alignment.

Step 3: Reprinting Pay Stubs or Printing Direct Deposit Stubs

If you need to reprint a check stub or print stubs for your direct deposit employees, the process is nearly identical.

1. Go to the top menu and select File > Print Forms > Pay Stubs.
2. In the "Select Pay Stubs" window, select the correct payroll bank account from the dropdown.
3. Set the date range for the pay period you need. The pay stubs within that period will appear.
4. Select the employees whose stubs you want to print by placing a checkmark next to their names. You can click "Select All" if needed.
5. You have the option to preview the stubs before printing if you wish to double-check them.
6. When ready, click Print. For direct deposit stubs, the check area will be blank or marked as non-negotiable.

Troubleshooting Common QuickBooks Printing Issues

Occasionally, things go awry. Here are solutions to the most frequent printing problems users encounter.

Problem: The Paycheck Information Doesn't Align with My Check Stock

Solution: This is the most common issue. The fix lies in the printer setup. In QuickBooks Desktop, go to File > Printer Setup. Select "Check/Paycheck" as the form name. You can then make micro-adjustments using the alignment grid. In QuickBooks Online, the PDF viewer is the main culprit. Make sure your printing settings are not set to "Fit" or "Shrink oversized pages." You must select "Actual Size" or 100% scale for the check to print correctly.

Problem: Nothing Happens When I Click "Print"

Solution: For QuickBooks Online users, the number one cause is your browser's pop-up blocker. QBO generates the paychecks as a PDF in a new tab, and most browsers block this action by default. You need to look for a small icon or notification in your browser's address bar and set it to always allow pop-ups from qbo.intuit.com.

Problem: Some Information (like PTO) Is Missing from the Stub

Solution: This goes back to your settings. In QuickBooks Desktop, you must explicitly tell the program to print paid time off balances by visiting the Pay Stub & Voucher Printing preferences menu mentioned above. In QBO, this is usually set in the employee’s profile under their pay policies. Verify that the tracking is set up correctly and designated to appear on pay stubs.

Final Thoughts

Printing pay stubs in QuickBooks Online or Desktop is manageable once you understand the specific workflow and printing preferences for each platform. Setting up your templates and alignment correctly upfront is the most reliable way to ensure smooth payroll processing and deliver clear, compliant records to your employees.

Delivering an accurate pay stub is an important part of compliance. But when deeper compliance questions arise—like how to properly handle withholdings for a new employee in another state or the tax treatment of a specific fringe benefit—you need answers you can trust. Instead of spending hours hunting through cluttered state websites or dense IRS publications, we use Feather AI to get clear, citation-backed answers in just a few seconds.