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Customize a QuickBooks Pay Stub Template.

Customize a QuickBooks Pay Stub Template

QuickBooks has been no less than a boon for small and medium businesses. The business owners are helped immensely by the advanced features of this accounting software.

It also provides interesting features to streamline the payroll system of a company further. With the user-friendly interface of QuickBooks, you can manage and track the payroll of your company. The Quickbooks Pay Stub Template is one such feature that allows you to have a better grip on your payroll system.  It is also extremely useful for your employees. When you provide a print of pay stub along with the paycheck, an employee can track useful information regarding his salary. The pay stub works also as a physical record relating to his paycheck date and amount.  

Want to know more about this excellent feature? Go through this blog! We will discuss everything you should know about Quickbooks Pay Stub Template right from scratch!

What is the QuickBooks Pay Stubs Feature?

The QuickBooks Pay Stubs Feature enables users to enclose pay stubs along with paychecks sent to their employees. A pay stub is nothing but a PDF attachment and is password-secured. Pay stubs can act as a physical record of the date and amount of the paycheck enclosed. Pay stubs can be saved in their original style and format. You can also customize the format at your convenience.

What are the Basic Details a QuickBooks Pay Stub Template can Contain?

Usually, a Quickbooks Pay Stub Template can contain the below-mentioned information-

  • Gross Pay– It is the total income due to the employee before the statutory deductions
  • Net Pay– It refers to the income due to the employee after all the statutory deductions have been accounted for
  • Taxes and employee contributions– It is the amount assigned to cover the statutory employee contributions/taxes that vary from one region to another

How to Customize QuickBooks Pay Stub Template

QuickBooks provides an excellent feature where you can customize a basic pay stab template to suit your distinct needs. Here are the steps to do so-

If you want to print the name of the account on the check voucher

  • Log in to your QuickBooks account
  • Click  the ‘ Edit’ tab
  • Click the ‘Preferences’  tab from the drop-down menu
  • Select ‘Checking’
  • A new window will appear. Click the tab named ‘Company Preferences’
  • Select ‘Print Account Names on Voucher’. Then click ‘OK’

Please note:

  • For a check not used to purchase inventory, QuickBooks will display the first 16 lines of the account name
  • For a check used to purchase inventory, QuickBooks will display the inventory item or payroll item

If you Want to add the Company Logo, Address, Name, and Signature on a Paycheck

  • Go to ‘File’
  •  Select ‘Printer Setup’.
  • Click the ‘Form Name’ dropdown and select ‘Check/Paycheck’.
  • Go to ‘Settings’. From the list below, select one or more of the following according to your wish:
    • Print the company name and address
    • Print Signature Image
    • Use logo

If You Want To Customize Employee Information To Be Displayed On The Quickbooks Pay Stub Template

You can add or remove certain employee information from the pay stub or voucher by following the steps given below-

  • Log in to your QuickBooks Account
  • Click  the ‘ Edit’ tab
  • Click the ‘Preferences’  tab from the drop-down menu
  • Select ‘Payroll & Employees’.
  • Select the ‘Company Preferences’ tab.
  • Click the ‘Pay Stub & Voucher Printing’ button.
  • The ‘Payroll Printing Preferences’ window will appear on your screen. You can select/ deselect any of the following checkboxes as per your preferences for displaying/not displaying the information on the paycheck or pay voucher.
    • Vacation Used/ Sick Used– In the ‘Print As’ box, you can specify /change how the term would print on the pay stub/ pay voucher  ( PTO, flextime, etc).
    • Legal company name
    • DBA company name
    • Federal employer identification number
    • Non-taxable company items
    • Company phone number
    • Employee social security number– Some states mandate that employee SSNs should not be removed from pay stubs. However, you can choose to display only 4 digits on the pay stub.
    • Bank account numbers.
    •  Hours for salaried employees
    • Standard font size
    • Large font size
    • Print Intuit logo
  • Select ‘OK’  two times to finish

Can You Customize all the Information on the pay Stub?

No. As mandated by legal requirements, you are not allowed to remove certain information from a Quickbooks Pay Stub Template They are as follows-

  • Salary or the hourly salary rate, amount of pay, or hours worked in a period
  • Period of payment
  • Statutory  taxes applicable to an employee
  • Additions to and deductions from salary/wages
  • Net pay
  • Company name and address
  • Taxable company contributions
  • Year-to-date (YTD) amounts wherever applicable
  • Employee SSN (Social Security number). This may vary from one state to another.


QuickBooks provides excellent accounting support to businesses to streamline their accounting processes and enhance their overall efficiency. No wonder why it has been a craze these days and more and more businesses are using it as a ‘trusted friend’. Hope you are one of them and the above-mentioned details will help you use the QuickBooks Pay Stub Template to good effect.  Do reach out to us in case you have any doubts. 

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