Create clean pay stubs, route them fast, and keep payroll questions from piling up.
Let AI Agent run your payslip generation
Generate Stubs
Issue this month's pay stubs for the selected client in Gusto. Pull the approved payroll register, generate the stub for each employee with gross pay, federal withholding, FICA, state withholding, deductions, employer contributions, and year-to-date wages. Compare each stub against last month's stub line by line, and flag any field that swung outside the firm's tolerance. Pause before re-issuing a corrected stub that supersedes a prior one. Send a Slack issuance report with the stub count, exceptions, and links to the supporting calc. Ask me whether to follow last month's tolerance threshold or apply a new one if the client changed policy.
Distribute Stubs
Distribute this month's stubs from ADP for the selected client. Pull the employee directory, match each stub to the employee's preferred channel, ADP self-service, Gmail, or postal, and queue the distribution. For email, send from the firm's payroll mailbox with the stub attached and the year-to-date summary in the body. For self-service, confirm the stub posted to the employee's portal. Pause before re-sending a stub that already showed delivered last period. Return a Slack distribution report with delivered, bounced, and unread counts, and the list of employees still pending. Ask me where the firm logs delivery exceptions if the destination is not saved.
Resolve Questions
Answer employee pay-stub questions for the selected client in Rippling. Pull the employee's stub history, the firm's per-client coding rules, and the most recent change log. For each question, cite the line on the stub, the rule that produced the value, and the prior period's reference. Common questions: why federal withholding changed, why a benefit deduction is new, why year-to-date wages do not match a prior calculation. Pause before promising a refund or a corrected stub. Post the draft answer to a Slack thread for the firm's payroll lead to review. Ask me whether to escalate questions about salary or commission directly to the client.
Reconcile W-2
Reconcile last year's pay stubs against this year's draft W-2 in QuickBooks Payroll. Sum every stub line per employee, Box 1 wages, Box 3 Social Security wages, Box 5 Medicare wages, federal withholding, state withholding, and compare against the W-2 totals. Flag employees whose stub sum does not tie, employees with new bonuses or fringe benefits added late, and employees missing from one of the two records. Pause before correcting a draft W-2. Save the reconciliation pack, stub register, W-2 draft, variance list, supporting documents, to Google Drive. Ask me where the client stores prior year-end packs if the folder is not obvious.
Up to 80% Lower Cost to Serve
For accounting firms, the buying question is cost per clean stub cycle per client. Minded positions the AI bookkeeper for up to 80% lower cost to serve by moving repeat issuance, distribution, and stub-question work from staff queues into supervised agent runs, without removing approval controls.
Pay Stubs That Tie Cleanly to the W-2
A pay stub that does not roll up to the W-2 is a year-end exception waiting to happen. Stubs should carry the same Box 1, 3, and 5 wage logic the W-2 will summarize, and the year-to-date column should match the running W-2 total at every period. The IRS sets the Form W-2 furnish deadline at January 31 and asks employers to keep employment tax records for at least four years. The agent should treat every stub as a row in that future audit, not a transient document.
One Stub Workflow Across ADP, Gusto, Rippling, and QuickBooks Payroll
Multi-client payroll means the team should not rebuild the stub workflow for every engine. The agent needs one operating surface across ADP, Gusto, Rippling, QuickBooks Payroll, and Paychex, while preserving each client's stub format, distribution channel, and employee directory. The stub registers feed payroll automation with AI and tax withholding with AI at year-end.
How does Minded handle payslip generation across multiple payroll platforms?
Minded pulls payroll outputs from systems like ADP, Gusto, Rippling, QuickBooks Payroll, and Paychex, then helps prepare pay stubs with earnings, deductions, taxes, and year-to-date wages. The payroll lead can review exceptions before release, keeping the document workflow consistent across client portfolios.
Can Minded work as a pay stub generator for accounting firms?
Yes. Minded supports the document leg of payroll for accounting firms managing many clients. It helps generate, organize, and distribute pay stubs while preserving client-specific rules, approval steps, and audit records. It is designed for operators who already run payroll in dedicated payroll systems.
How does Minded support payslip distribution and receipt tracking?
Minded can route pay stubs through approved channels such as email, employee portals, or internal messaging workflows, then track delivery status and receipt confirmations. This gives the payroll team a clear list of distributed stubs, pending acknowledgments, and items that need follow-up.
Can employees ask questions about an online payslip through Minded?
Minded helps triage employee questions about gross pay, deductions, FICA, benefits, reimbursements, and net pay. It references the issued pay stub and payroll source data, then drafts a response for review. Sensitive or policy-based questions can be escalated to the payroll lead.
How does Minded reconcile pay stubs against Form W-2 and Form 941?
Minded compares issued pay stubs, year-to-date wages, taxable wages, FICA amounts, and employer payroll tax records against year-end Form W-2 and periodic Form 941 totals. It flags mismatches so the firm can investigate timing differences, payroll corrections, or missing adjustments before filing.