QuickBooks Desktop 2025 Guide: How to Prepare a Pay Stub

Introduction

Need to create professional pay stubs using QuickBooks Desktop? Whether you're updating payroll practices for 2025 or setting things up for the first time, this guide walks you through every step—from configuring preferences to printing custom pay stub layouts.

1. Enable Pay Stub Printing in Preferences

Start by customizing your printing settings:

1. Go to the **Edit** menu → **Preferences**.
2. Select **Payroll & Employees** → **Company Preferences** → then click **Pay Stub & Voucher Printing**.
3. Choose the fields you want to display (e.g., earnings, deductions, YTD totals). This ensures all required data appears on each stub.

2. Set Up Printer Layout & Design

Next, configure printer settings for pay stub formatting:

• Go to **File** → **Printer Setup** and pick **Form Name: Pay Stub**.
• Set printer name, paper type (plain paper is usually fine), and layout options.
• Choose whether to include logo or signature and confirm formatting choices.

3. Enter Payroll Details

Now prepare pay entries:

• Go to **Employees** → **Pay Employees**.
• Choose **Scheduled Payroll** for regular periods or **Unscheduled** for bonuses or final checks.
• Enter work hours, salary, deductions, taxes, and benefits.
• Preview the paycheck before finalizing.

4. Generate Paycheck & Stub

Once your payroll details are accurate:

1. Click **Create Paychecks** to finalize payroll.
2. To print, go to **File** → **Print Forms** → **Pay Stubs**.
3. Select the payroll bank account and the pay period.
4. Pick specific employees to print or filter as needed.
5. Click **Preview**, then **Print**—you’ll have a polished document ready to distribute.

5. Customize Pay Stub Layout

Want branding or simplified design? Add your company logo, change fonts, and focus on key fields:

• From **Preferences**, use **Printer Setup** to add logo and adjust fonts.
• Include or remove data points according to FLSA rules (e.g., hours worked, rate, deductions, YTD amounts).
• Make message edits for company notes or notices on employee stubs.

6. Reprint or Review Past Stubs

You can retrieve prior pay stubs easily:

• Navigate to **Lists** → **Chart of Accounts** → open your payroll bank account.
• Find historical checks and select **Print**—either directly or using **Print Later** for batch printing.

7. Best Practices for 2025

• Regularly review your pay stub template to reflect updated legal or formatting standards.
• Keep a clean digital archive of all printed stubs—names and dates help with organization.
• Audit payroll entries periodically for accuracy and alignment with financial records.

Need a Clean Example for Reference?

For clarity or training purposes, you can generate neatly formatted pay stub templates using our tool—great for comparison or quick use.

Generate a clean pay stub example or explore formatting best practices in our Regular Pay Stub guide.

Conclusion

Preparing pay stubs in QuickBooks Desktop is straightforward once preferences, printer setup, payroll entries, and templates are properly configured. Whether you're running payroll for a small team or organizing for audit purposes, this 2025 guide gives you everything needed to print accurate, professional stubs quickly.