Go to Payroll, then Employees, click the employee's name, and scroll to their Paycheck list. Find the paycheck, open it, and select Print or Download to get the stub again. It works for any past paycheck, not just the most recent one. Here's the full process, plus what it looks like once people stop emailing you asking for one.
1. Go to Payroll. From the left navigation, select Payroll, then the Employees tab.
2. Open the employee. Click their name to open their profile.
3. Find the paycheck. Scroll down to Paycheck list. If it's an older check, use the date filter to narrow down the range instead of scrolling through every payday.
4. Open the paycheck. Click it to open the paycheck detail screen.
5. Print or download. Select the printer icon to print directly, or download it as a PDF to email. Either way, you get the exact same stub that went out originally.
6. For multiple employees at once, use the report instead. Run Reports, search for Paycheck List, set your date range, and you can open and print several stubs in one pass instead of clicking into each employee separately.
One reprint request is nothing. The pattern that actually eats time is an employee needing last year's stub for a mortgage application, or a new hire who can't find the one from three paydays ago, landing in someone's inbox every week or two.
It's rarely the same person doing anything wrong. QuickBooks just doesn't give employees a way to grab their own stub without someone on your team logging in and doing it for them. That means every request is a small, unscheduled interruption to whoever handles payroll.
The fix isn't a QuickBooks setting. It's giving employees (or whoever needs the document, HR, a lender, an employee themselves) a way to get the stub the moment they need it, pulled straight from the real record, without anyone having to stop what they're doing and go find it.
An employee requests a specific pay period through a form, Slack, or an HR tool you already use, and the matching stub gets pulled from QuickBooks and delivered automatically. No one on your team has to open QuickBooks to fulfill it.
Every stub gets routed to the right employee's secure folder or inbox the moment payroll runs, so requests for last year's stub mostly stop happening because nobody lost it in the first place.
Two examples of where this tends to go. If it's something more specific, a particular lender's document format, a bulk request every tax season, tell us and we'll tell you if it can run itself.
Tell us who's asking, how often, and what they actually need, and we'll tell you whether it can be self-service. And if pay stubs aren't really where your time goes, that's fine too; we automate whatever's manual in the business, not just this one request.
Let's talk →It's a different path than QuickBooks Online: go to File, then Print Forms, then Pay Stubs. Choose the employee or employees, set the date range, and print. Desktop doesn't route through the Payroll tab the way Online does.
Yes. From the paycheck detail screen, download the stub as a PDF and attach it to an email, or use the built-in option to send it if your payroll plan supports direct email delivery. Either way, the employee gets the same document.
Use the Paycheck List report under Reports instead of opening each employee individually. Filter by date range and you can select and print multiple stubs in a single batch.
Only if they have login access to QuickBooks Workforce, the employee self-service portal tied to your payroll account. If they don't have that set up, every stub request has to go through whoever manages your payroll.