# Print and Reprint Paychecks or Pay Stubs in QuickBooks Online and Desktop Payroll
Managing payroll efficiently is critical for every business. Whether you issue paper checks or direct deposits, knowing how to print and reprint paychecks and pay stubs in QuickBooks ensures smooth payroll processing and accurate employee records. Both QuickBooks Online and QuickBooks Desktop offer simple tools to print payroll documents, customize check formats, and resolve printing issues.

In this comprehensive guide, you’ll learn how to set up printing preferences, print paychecks and pay stubs, reprint them when needed, and troubleshoot common payroll printing problems.

## Why Printing Paychecks and Pay Stubs Matters?

Even in the digital era, many businesses still rely on printed paychecks. Employees may also request physical pay stubs for loans, rentals, or financial documentation. By properly configuring your QuickBooks payroll print settings, you can:

* Ensure accurate paycheck alignment
* Print professional-looking payroll documents
* Provide employees with easy access to their pay information
* Maintain compliance with payroll record-keeping regulations


## Step 1: Set Up Printing Preferences in QuickBooks

Before printing payroll documents, you must configure your printing preferences correctly. The steps vary depending on your QuickBooks version.

### A. How to Set Up Printing Preferences in QuickBooks Online Payroll?

If you use QuickBooks Online Payroll, follow these steps to configure paycheck and pay stub printing:

1. Go to **Settings (⚙️)** and select **Payroll Settings**.
2. Navigate to the **Printing** section and click **Edit**.
3. Choose your preferred print format:
* Pay stubs on plain paper
* Paychecks on QuickBooks-compatible check paper
4. Select your voucher type:
* Paycheck with 1 pay stub
* Paycheck with 2 pay stubs
5. Click **Align Check** to adjust the alignment for accurate printing.
6. Select **Save**.

**Tip:** You can also update print settings at the end of payroll processing by selecting **Change Print Settings** on the **Payroll confirmation screen**.

### B. How to Set Up Printing Preferences in QuickBooks Desktop Payroll?

For businesses using QuickBooks Desktop Payroll, you’ll need to configure printer settings manually.

#### Set Up Paychecks

1. Go to **File > Printer Setup**.
2. From the **Form Name** dropdown, select **Check/Paycheck**.
3. Click the **Settings** tab.
4. Choose your **Printer Name** and **Printer Type**.
5. Select your **Check Style**:
* Voucher
* Standard
* Wallet
6. Add optional features like company name, address, logo, or image.
7. Click **OK** to save changes.

#### Set Up Pay Stubs

1. Go to File > Printer Setup.
2. Select Pay Stub from the Form Name dropdown.
3. Choose your printer and printer type.
4. Click OK.

Proper setup ensures accurate alignment and professional payroll documents every time.

## Step 2: Print Paychecks or Pay Stubs

Once you’ve configured your preferences, you’re ready to print.

### A. Print Paychecks in QuickBooks Online Payroll

Follow these steps to print payroll checks:

1. Go to Payroll, then select Employees.
2. Click Paycheck List under Run Payroll.
3. Choose the paycheck you want to print.
4. Use the Filter option to refine by date or employee if necessary.
5. In the Action column, select Print Pay Stub.
6. Preview the paycheck or pay stub.
7. Click the Printer icon to print.

The preview feature helps prevent errors and wasted check stock.

### B. Print Paychecks in QuickBooks Desktop Payroll

1. Go to File > Print Forms.
2. Select Paychecks.
3. Choose your payroll Bank Account.
4. Confirm the First Check Number matches your check stock.
5. Select:
* Paycheck, or
* Direct Deposit (to print Advice of Deposit forms).
6. Click OK.
7. Review settings and select Print.

If you choose Direct Deposit, QuickBooks prints non-negotiable advice slips on standard check stock. These serve as employee pay stubs.

### C. Print Pay Stubs in QuickBooks Desktop

1. Go to File > Print Forms.
2. Select Pay Stubs.
3. Choose the payroll bank account.
4. Enter the correct date range.
5. Select the pay stubs to print.
6. Click Preferences to customize company and employee details.
7. Add a message in the Company Message field if desired.
8. Click Preview to verify details.
9. Select Print.

You can also email pay stubs directly from QuickBooks Desktop for added convenience.

## How to Reprint Paychecks or Pay Stubs in QuickBooks?

Mistakes happen. Checks get damaged. Employees misplace pay stubs. Fortunately, QuickBooks makes reprinting simple.

### A. Reprint Paychecks in QuickBooks Online Payroll

1. Go to Payroll, then Employees.
2. Select Paycheck List.
3. Choose the paycheck you want to reprint.
4. Click Print Pay Stub in the Action column.
5. Preview and click the Printer icon.

The process for reprinting is identical to printing.

### B. Reprint Paychecks in QuickBooks Desktop Payroll

1. Go to Lists > Chart of Accounts.
2. Double-click your payroll bank account.
3. Open the paycheck you need to reprint.
4. Click Print.
* For multiple checks, select Print Later, then Save & Close.
5. Go to File > Print Forms > Paychecks.
6. Select the paycheck(s) marked for printing.
7. Click OK, review settings, and select Print.
8. Save and close after printing.

This method ensures proper tracking and avoids duplicate numbering errors.

## Troubleshooting QuickBooks Payroll Printing Issues

If you experience problems printing paychecks or pay stubs, review the following areas:

* **Check Printing Preferences:** Confirm you selected the correct paper type and voucher format.
* **Verify Printer Setup:** Ensure the right printer and printer driver are selected in QuickBooks.
* **Align Check Properly:** Use the alignment tool to adjust margins and spacing before printing on official check stock.
* **Confirm Check Numbers:** Always match the starting check number in QuickBooks with the first check in your printer.

Common issues include:

* Misaligned paychecks
* Blank pay stubs
* Printer not responding
* Incorrect check style formatting

Resolving these settings typically fixes most payroll printing errors.

## Best Practices for Printing Payroll Documents

To ensure error-free payroll processing:

* Always preview paychecks before printing
* Perform a test print on plain paper
* Store blank check stock securely
* Keep payroll software updated
* Back up your QuickBooks data regularly

Following these best practices helps prevent costly mistakes and payroll delays.

## Final Thoughts

Printing and reprinting paychecks and pay stubs in QuickBooks Online and Desktop Payroll is straightforward when you configure your settings correctly. By setting up proper printer preferences, verifying check alignment, and previewing documents before printing, you can streamline payroll operations and maintain professional records.

Whether you use QuickBooks Online for cloud-based payroll or QuickBooks Desktop for local accounting management, these step-by-step instructions will help you handle payroll printing efficiently and accurately.

If printing issues persist, reviewing printer settings and alignment tools usually resolves the problem quickly ensuring your employees receive accurate and timely payroll documentation every time.

## Frequently Asked Questions
### Q. How to print multiple pay stubs at once in QuickBooks?

#### In QuickBooks Online:

1. Go to **Payroll** and select **Employees**.
2. Click on **Paycheck List**.
3. Use the **Filter** option to select a date range or specific employees.
4. Open each **paycheck** and select **Print Pay Stub**.

Currently, QuickBooks Online allows printing individually, but you can filter and quickly access multiple paychecks for printing.

#### In QuickBooks Desktop:

1. Go to **File > Print Forms**.
2. Select **Pay Stubs**.
3. Choose your **payroll bank account**.
4. Enter the **date range**.
5. Select **multiple pay stubs** from the **list**.
6. Click **Preview**, then **Print**.

QuickBooks Desktop allows bulk pay stub printing more efficiently.

### Q. How to create paycheck stubs in QuickBooks?

To create paycheck stubs, you must first run payroll.

#### In QuickBooks Online:

1. Go to **Payroll > Run Payroll**.
2. Enter employee hours, salary, or compensation details.
3. Review **taxes and deductions**.
4. Click **Submit Payroll**.

Once payroll is processed, QuickBooks automatically generates paycheck stubs for employees.

In QuickBooks Desktop, the process is similar—run payroll, and pay stubs are created automatically after paycheck processing.

### Q. How to print payroll checks from QuickBooks?

#### In QuickBooks Online:

1. Go to **Payroll > Employees**.
2. Select **Paycheck List**.
3. Choose the **paycheck**.
4. Click **Print and confirm alignment**.

#### In QuickBooks Desktop:

1. Go to **File > Print Forms**.
2. Select **Paychecks**.
3. Choose the **payroll bank account**.
4. Confirm **check number sequence**.
5. Click **Print**.

Always preview checks before printing to avoid wasting check stock.

### Q. How to generate a pay stub in QuickBooks Online?

To generate a pay stub in QuickBooks Online:

1. **Run payroll** under **Payroll > Run Payroll**.
2. Complete **payroll submission**.
3. Go to **Payroll > Employees > Paycheck List**.
4. Select the **paycheck** and click **Print Pay Stub**.

Employees can also access their pay stubs through QuickBooks Workforce if enabled.

### Q. How to print pay stubs for contractors in QuickBooks Online?

Contractors are typically paid via expense transactions rather than payroll.

To provide documentation:

1. Go to **Expenses**.
2. Open the **contractor payment transaction**.
3. Print the **transaction details**.

For formal payment summaries, you can generate contractor reports or Form 1099 summaries instead of standard payroll pay stubs.

### Q. How to print payroll forms in QuickBooks Online?

To print payroll tax forms:

1. Go to **Taxes**.
2. Select **Payroll Tax**.
3. Choose **Filings**.
4. Select the **form** (such as 941, 940, etc.).
5. Click **View or Print**.

Ensure forms are reviewed before submission to maintain compliance.

### Q. How to set up QuickBooks Online to print checks?

To configure check printing:

1. Go to **Settings (⚙️) > Payroll Settings**.
2. Under **Printing**, click **Edit**.
3. Select:
* Plain paper pay stubs, or
* QuickBooks-compatible check stock.
4. Choose voucher type (1 or 2 stubs).
5. Click **Align Check** to test alignment.
6. Save **settings**.

Proper setup ensures clean, professional paycheck printing.

### Q. How to reprint a check in QuickBooks Online?

To reprint a paycheck:

1. Go to **Payroll > Employees**.
2. Select **Paycheck List**.
3. Locate the paycheck using filters if needed.
4. Click **Print Pay Stub**.
5. Preview and select the **Print icon**.

Reprinting does not create a duplicate transaction—it simply reprints the original record.

### Q. Is a special printer required to print checks in QuickBooks?

No special printer is required. You can use a standard inkjet or laser printer.

However, you must use:

* QuickBooks-compatible check stock
* Proper alignment settings

For best results, use high-quality printers that handle check stock accurately and consistently.

### Q. How to align the printer for printing paychecks in QuickBooks Online?

To align checks properly:

1. Go to **Settings (⚙️) > Payroll Settings.
2. Select **Edit** under **Printing**.
3. Click **Align Check**.
4. Print a sample alignment page on plain paper.
5. Compare it with actual check stock.
6. Adjust vertical and horizontal settings as needed.
7. Repeat until alignment is correct.

Correct alignment prevents misprinted amounts, dates, and signatures.

### Q. How to Fix the Issue When QuickBooks Online Won’t Print Paychecks?

If printing fails, try these steps:

#### Step 1: Check Your Browser

1. Clear **cache and cookies**.
2. Update your **browser**.
3. Try **Incognito mode**.
4. Disable **pop-up blockers**.

#### Step 2: Verify Printing Preferences

1. Go to **Settings (⚙️) > Payroll Settings**.
2. Confirm correct check **stock and format**.

#### Step 3: Test Your Printer

1. Print a document outside QuickBooks.
2. Restart the **printer**.
3. Update **printer drivers**.

#### Step 4: Download as PDF

1. Open **paycheck**.
2. Select **Print Pay Stub**.
3. Save as **PDF and print** manually.

Most printing issues are resolved by clearing browser cache or correcting print settings.