Printing from QuickBooks Desktop 2025
First, open your QuickBooks Desktop 2025 application and load your company file. Navigate to the Payroll menu by selecting Employees and then Pay Employees. From there, select the employee whose pay stub you want to print, and choose the correct pay period. Next, click Continue to review earnings, hours, deductions, and other payroll details to make sure everything’s accurate.
Once reviewed, you can print the pay stub. If you haven't yet printed paychecks, choose the Pay Stub option from the Print Paychecks dialog. If paychecks are already printed, you may select to print stubs later from the paycheck list. Then choose your printer, number of copies, and click Print. For a cleaner layout or accurate format preview, you can use our Pay Stub Generator.
Printing from QuickBooks Online 2025
Log in to your QuickBooks Online 2025 account and navigate to Payroll > Employees in the menu. Pick the employee for whom you need the pay stub. Locate the specific paycheck in the payroll history or paycheck list. Click the paycheck, and then select the View Pay Stub option. A display of the pay stub will appear.
On screen, click the print icon (usually top-right) to open print settings. Select your printer or save as PDF, adjust settings, and print. If required, email or distribute via QuickBooks tools or download for your records. Using our Regular Pay Stub guide helps ensure the stub includes all required components for compliance.
Customizing Pay Stubs in QuickBooks 2025
To ensure your stubs look professional and include everything needed, you can customize the template. In Desktop version, go to Lists > Payroll Item List to modify the template with logos, additional fields (like bonus, overtime, leave balances), or layout changes. In QuickBooks Online, go to the Gear icon > Payroll Settings > Pay Stub Customization to adjust sections such as deductions, taxes, and employer branding.
If you're unsure which fields to include or how layout should look, preview before printing and use a sample via Pay Stub Generator for side-by-side comparison.
Best Practices for Distribution & Storage
After printing or generating the pay stub, decide how you'll distribute it: physically, digitally, or both. If printing physical copies, ensure they are clear, correctly labeled, and stored securely. For digital or online, save as PDF and keep backup copies—cloud storage is ideal for redundancy. QuickBooks supports both print and PDF export in both versions.
Keep a consistent naming system for files, secure access permissions, and regularly back up your payroll data. Tools like our Pay Stub Generator help you test layouts and file setups ahead of actual payroll runs.
Legal & Compliance Considerations
Many jurisdictions require that pay stubs include key information such as: employee name & address, employer details, pay period dates, gross wages, deductions, taxes withheld, and net pay. Failing to include any required field may lead to legal or tax compliance issues. Consult local labor laws to ensure your stubs are compliant.
If you use custom templates in QuickBooks, verify that none of the necessary fields are omitted. You can check examples in our Regular Pay Stub guide to see standard required components.
Troubleshooting Common Issues
Sometimes printing or formatting issues arise. Here are fixes:
- If details are missing, check template settings or payroll item setup in QuickBooks.
- If PDF export or print fails, try another browser (for Online) or ensure the printer driver is up to date (for Desktop).
- If formatting is off, revert to default layout in QuickBooks or reset permissions for printing fields.
- Ensure you are using the latest QuickBooks version—updates often fix known printing glitches.
Conclusion
Printing pay stubs and check stubs in QuickBooks 2025 is straightforward when you follow the right steps. Whether you’re using Desktop or Online version, accuracy, customization, proper distribution, and compliance matter. Before your next payroll run, preview your template, run a sample, and ensure your payroll settings are correct. For a perfectly formatted example, generate a sample pay stub now, and for guidance on what must appear on every valid stub, see the Regular Pay Stub guide.
