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Laurette1
February 14, 2022
Question

Paystub email template

  • February 14, 2022
  • 3 replies
  • 0 views

I cannot seem to change the paystub email template.  Currently it states "Thank you for your business. We appreciate it".  That's all.  And this message is not even in any of the templates.  It does not state how to open the attached paystub file.   The Basic Paystub template that came with QB as well as my own template state how to view the paystub.  I've spoken with a QB rep that could not figure out and suggested escalating this to their Data Services Team.  That would require handing over my company file.  As you can imagine, the file contains a lot of confidential information that cannot be shared with just anyone.  I've searched Google and this forum with no luck so far.  Does anyone have any suggestions?

    3 replies

    JasroV
    JasroV
    February 14, 2022

    Search no more, Jane.

     

    I'd be delighted to share with you the steps on how to modify your pay stubs email template. 

     

    You'll want to create a customize email template and ensure to select it when sending pay stubs to your employees. I'll be glad to guide you how.

     

    1. Go to the Edit menu in your QuickBooks Desktop (QBDT), and select Preferences.
    2. Select the Send forms menu and then the Company Preferences tab.
    3. From the Delivery Method Default drop-down menu, select Email.
    4. In the Email Templates drop-down menu, select Pay Stubs. 
    5. Select Add Template, and give your template a name.
    6. Customize the subject line and body, click Save and select OK to save the changes. 

     

    You can also check these links for the complete process:

     

     

    You might also want to utilize this article that can guide you on how to let your employees view their paychecks online: View your paychecks and W-2s in QuickBooks Workforce. 

     

    You can always count on me whenever you need help with your email templates or Pay Stubs. Simply tag me in your reply, and I'll get back to you as soon as possible. Have a good one and best wishes for continued success!

    L
    Laurette1Author
    February 14, 2022

    Hi Jasro.  Thanks for your reply.  I have tried that, have also tried various test templates, and nothing works.

    When I email a paystub, the email message simply says:  "Dear Mr. _____, Please find your pay stubs attached. Thank you for your business. We appreciate it very much. Sincerely, company name and web address."  And this isn't even the Basic Paystub (provided by QB and that cannot be edited).  I can't find any template that shows the text that I quoted.  Previous paystub emails contained the password information required to open the attached paystubs.  Not sure when this problem began. I email all staff except for myself.  I always just print mine, so did not notice this until staff began asking me for the passwords.

     

      JoesemM
      JoesemM
      February 14, 2022

      Allow me to help you further and get this sorted out, @Laurette1.

       

      When creating the customized template, let's make sure that you set them up as default. This way, you can use the text you quoted for that specific template. You can also use or create a customized email template when sending messages/forms from QuickBooks. Here's how: Create custom email templates in QuickBooks Desktop.

       

      Also, verifying and rebuilding your data is a good start when it comes to fixing data-related issues in QuickBooks Desktop.

       

      To Verify Data:

       

      1. Click Window at the top menu bar, then Close All.
      2. From the File menu, choose Utilities.
      3. Tap Verify Data.

      To Rebuild Data:

       

      1. Click Window at the top menu bar, then Close All.
      2. From the File menu, choose Utilities.
      3. Hit Rebuild Data.
      4. You will receive a warning message to backup your company file, press OK.
      5. Click OK when you get the message "Rebuild has completed".

       

      Once done, go back and send a sample pay stub to your email. If the problem persists, repairing QuickBooks Desktop will help fix the issue. Here's how:

       

      1. Restart your computer. This makes sure there are no programs that may affect the repair.
      2. Open the Windows Start menu, search and open Control Panel.
      3. Select Programs and choose Program and Features from there.
      4. Choose QuickBooks from the list of Programs, then Uninstall/Change.
      5. Click Continue or Next.
      6. Hit Repair, then Next. The repair should start right away, but it may take a while to finish. You can leave it running, and come back once it's done.
      7. Once it's done, select Finish. You may have to restart your computer to complete the repair.
      8. Update your QuickBooks to the latest release. This makes sure you have the most recent fixes and security updates

       

      You may also need to update your Adobe Reader, for the detailed steps check this out: Email pay stubs from QuickBooks Desktop. It provides more troubleshooting steps to resolve emailing pay stubs issues.

       

      Additionally, I'd suggest visiting this link: QuickBooks Workforce Resource Hub. You'll find more details about re-sending a Workforce invitation and printing W-2 and pay stubs. It also provides you answers to the frequently asked questions (FAQs) while using the Workforce. Just go to the Get answers to common questions question. 

       

      I'll be right here to help you if there's anything else that you need. Just let me know by leaving a reply below. Take care, @Laurette1.

      E
      ET707
      November 23, 2024

      I've got the same issue with one of my clients.

      It does not matter if we edit or change the pay stub template QuickBooks keep sending this message.

      I see no solution posted on this page did anyone ever get this resolved?

        K
        Kurt_M
        November 23, 2024

        I appreciate you sharing your current situation with me, @ET707. I'll point you in the right direction to help ensure template messages when emailing pay stubs are modified to your preference inside QuickBooks Online (QBDT).

         

        It's best to contact our Customer Care Team to address this issue within the program. This way, they can conduct further investigation to determine the root cause of the problem and provide the necessary troubleshooting to ensure the system uses the template you created when sending pay stubs to employees. I'll outline the steps to get you going:
         

        1. Access your QuickBooks Desktop company.
        2. Go to the Help menu and Select QuickBooks Desktop Help/Contact Us.
        3. Enter the question, keyword, or topic you need help with.

         

        For more details, please see this page: Get help with QuickBooks products and services.

         

        Additionally, you can check this article if you need to get a clearer view of what you've paid out in your QuickBooks Payroll: Create a payroll summary report in QuickBooks.

         

        Don't hesitate to inform me in the comment section if you require assistance handling employee pay stubs inside QuickBooks. I'm always ready to respond and provide relevant information to help you again. Have a good one.

        L
        Lisaok
        May 9, 2025

        I have the same issue that just started 5/1/2025

          R
          Rusimyhr
          May 9, 2025

          I appreciate you for reaching out again and sharing detailed information about the issue you're experiencing, @Lisaok. I really appreciate the steps you've already taken to troubleshoot. To assist you further, I will connect you with our Live Support team.

           

          This way, a thorough investigation is needed to identify the root cause and implement troubleshooting measures, ensuring the system uses your created template for sending pay stubs to employees.

           

          Here's how to reach out to them:

           

          1. Click the Help menu.
          2. Select QuickBooks Desktop Help/Contact Us.
          3. Enter a brief description of your concern, and select Continue.
          4. Sign in to your Intuit Account, and select Continue.
          5. Select Chat with us or Have us call you.

           

          Be sure to check their support hours to know when they're available.

           

          To better understand your payroll costs in QuickBooks, take a look at the article on Create a payroll summary report in QuickBooks. This article will help you see what you’ve paid more clearly.

           

          If you have any additional questions or if there's anything else on your mind about this issue, please feel free to reach out. We truly appreciate your insights. Wishing you a wonderful day ahead!

          L
          Lisaok
          May 9, 2025

          I had already taken the step of connecting through the help chat. It is being forwarded to the back side team to determine what update has caused this issue. Thank You

            R
            rvrfrf
            May 9, 2025

            Thanks for getting back with the Community, Lisaok.

             

            I'm happy to hear my colleagues here and over the chat were able to help with looking into why your personalized template isn't being recognized.

             

            You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

             

            Please feel welcome to send a reply here, or create a new thread if there's ever any questions. The Community's always here to help. Have a wonderful Friday!

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