What Is QuickBooks Paystub Password and How to Email Paystubs?

QuickBooks Desktop users can send paystubs to their employees. The software handles employee payroll pretty well. However, on sending the paystub files to the worker, they must use the QuickBooks paystub password to log in. This element of QuickBooks security saves critical information of employees. There are various requirements for emailing paystubs in QuickBooks Desktop 2018 and later versions.

Employers will now get a message in-product describing the updated password needs. They’ll then have to inform the employees about these changes. Keep reading to learn about the paystub password in detail.

What Is QuickBooks Paystub Password?

When you send a paystub to your employee from QuickBooks Desktop, they will need a password to access it. This password contains the first four characters of the last name of the employer, which are in lowercase.

The end four digits of the SSN are used for further characters. This password cannot contain any non-alpha characters. For instance, you cannot create a password with a space or dash.

What are the Updated Requirements for QuickBooks Password for Paystub?

These updated requirements for Paystub Password QuickBooks are for QuickBooks Desktop 2018 and later versions.

• Include the employee's last name’s first three characters. It should be followed by the birth date of the employee in MMDDYYYY format.

• In case the last name of the employee is shorter than three characters, their whole name can be used.

• However, even if you include both the first and last names, the first three characters will always be in lowercase.

• The only exception here is if the employee's last name’s first character is an extended character.

• As always, there should not be any non-alpha characters in the last name.

How to Email Paystubs in QuickBooks?

Emailing paystubs in QuickBooks needs you to follow a simple process. Here are the steps to use.

• Firstly, select the ‘Employees’ option.

• It is on the left menu.

• After that, select the ‘Employees’ tab.

• Next, select the ‘Paycheck List’ option.

• Select the paycheck to email.

• After that, select the net pay amount and open it.

• Choose the option to print and go by the on-screen instructions.

Troubleshoot Problems while Sending Paystubs to Employees

Sometimes, you may see a warning message when emailing paystubs to employees. It may be about employees not having the required data for the form or about missing employee information. In such cases, Intuit recommends following some basic troubleshooting steps. These include the following:

• Examine the employee name setup. Check if there are non-alpha characters or spaces.

• Find whether the employee's name or date of birth has been changed at anytime.

• After that, try emailing the paystub to a different employee.

• Find if you get the same result.

• Submit the pay stub again.

• If this doesn’t resolve the problem, recreate the paycheck.

Final Thoughts

QuickBooks paystub password is automatically created when you email paystubs. You can easily email paystubs using a simple process. It helps you manage payroll pretty well and also ensures employee security. If you need to know more about it, contact a QuickBooks technical support service.

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