If you want reliable tenants and smooth renting as a landlord, start with income verification that actually works. Pay stubs are the typical way to show proof of income, but fake pay stubs can easily be created—even made with a pay stub generator in just a few clicks. But luckily, the fix is a consistent, level-headed verification process including checking the pay stub information, comparing it to the bank details, and confirming the story with their current employer.

In this guide, we'll show you how to spot fake pay stubs and verify income details while keeping the landlord-tenant relationship trustworthy and safe. You’ll learn how to read an earnings statement, run the numbers for a pay period, verify bank statements and tax returns, and consolidate this information into a simple step-by-step process that you can follow each time.

Why Pay Stubs Matter in Screening

Pay stubs are the quickest way to prove income because they capture a specific pay period, including the pay date, gross wages, taxes withheld, and the net amount paid by direct deposit. They’re also what applicants expect to provide. That makes them a great starting point for income verification and a common place where rental fraud begins.

It’s easy to see why fake pay shows up. A quick search turns up an online paystub maker, a “best pay stub generator” list, and a dozen pay stub template sites. People can generate pay stubs or create them online that look professional. With this, it can be difficult to know which pay stubs are legitimate. But don't worry, they are still an effective way to measure income criteria, and we'll show you how.

Anatomy of Professional Pay Stubs: What a Real Earnings Statement Shows

A professional pay stub is boring in the best way: clean formatting, predictable fields, math that reconciles. Look for this on an earnings statement for a given pay period and the current pay period:

• Employee information: full name and address, sometimes the last four of the SSN.
• Employer details: company name, address, and often a payroll or HR contact.
• Job info that fits the pay rate and industry.
• Pay period window and pay date.
• Hours and pay categories: regular, overtime, bonuses, commissions, and holiday pay, as applicable.
• Gross wages for the specific pay period and year-to-date totals.
• Deductions with labels you recognize, including federal taxes and other taxes withheld, plus benefits.
• Net pay, along with a note indicating whether it was paid by direct deposit.

Accurate pay stubs tell a coherent story. Mathematically, the work hours and pay rate should align with the gross pay. The taxes withheld should make sense for the state and the income. Year-to-date totals should advance in a believable way.

How to Spot Fake Pay Stubs

Treat each file like a short detective task. You’re not trying to trap anyone; you’re testing whether the documents all work together.

Related: What's New: Better Income & Employment Verification Powered by Snappt

First pass, read the page logically. Does the job title align with the pay rate and market expectations? Does the employer exist? Does the layout look like a payroll system or a class project? Does the math add up?

If you’re unsure if you’re looking at a fake pay stub, here are a few common tells:

• Formatting wobble. Inconsistent fonts, uneven spacing, a blurry logo, or a pay stub template copied from a generic sample. A generated stub created with a quick paystub generator often leaves traces, such as misaligned columns or placeholder labels.
• Missing anchors. No employer address, no pay period dates, no pay date, or unverifiable contact info.
• Math misses. Wages that don’t match hours and rate. Year-to-date totals that ignore the calendar. Taxes withheld that don’t fit the pay level.
• Document conflicts. Bank statements that never show net pay deposits. Application income that doesn’t match the annualized math.

A fake check stub may look convincing, but their plan often falls apart the moment you ask real life details.

The Math That Catches Most Fakes

There are three quick checks that catch most issues across check stubs, payroll PDFs, and electronic pay stubs. You can run all three in minutes.

1. Annualize the pay: Biweekly = 26 checks. Semi-monthly = 24. Weekly = 52. Multiply gross per pay period by the cadence. Does that match the claimed income? If it’s far off, ask why—raise, missed shifts, or something else.
2. Test year-to-date: Divide YTD gross by the number of periods so far this year. Does that line up with the per-period gross? It won’t be perfect after a mid-year change, but it should be close.
3. Compare to the bank: Scan bank statements for net deposits near each pay date. Direct deposit timing varies, but cadence should be predictable. If deposits never appear or the amounts are significantly off, keep digging.

You don't need to be a math whiz, just try these simple formulas out and see if they add up.

Cross-Verify with Documents: Bank Statements, Tax Returns, W-2s, 1099s

If the stub passes the smell test, do a quick cross-check. Pair two to three recent check stubs with matching bank statements that show payroll deposits landing in the bank account used to pay rent. If an applicant prefers alternative proof, ask for prior-year tax returns and a W-2, or 1099s for contractors. Tax filing paperwork won’t mirror a single stub, but annual totals and taxes paid show the bigger picture.

If you need to go deeper, you can request IRS confirmation with Form 4506. You likely won’t need it every time; it’s a backstop for files that remain unclear after your first pass.

Make sure you compare:

• Annual totals across tax returns and W-2 boxes to reality-check taxable income and withholdings.
• Net deposit cadence in bank statements versus each pay date and amount.
• Basic alignment between what the applicant wrote and what you can validate.

This supports clean record-keeping, should you ever need to justify a screening decision.

Employer Confirmation without the Runaround

Still unsure? Confirm with the employer. Use the company website to find HR or payroll (don’t rely on numbers printed on pay stub documents). Keep it simple: confirm job title, pay rate, and start date. If HR needs a signed release, keep the authorization on file.

One neutral conversation often resolves the issue—and shows you’re consistent and fair.

Self-Employment without Pay Stubs

Contractors and freelancers can still prove income with 1099 forms from previous years, invoices, and bank statements with corresponding deposits. For irregular cycles, widen the window to three to six months to allow the pattern to emerge. If seasonal spikes are part of the story, note them and average accordingly. You’re looking for truth, not perfection in a single given pay period.

Preventing Rental Fraud Beyond Documents

Most rental fraud occurs before move-in, and a significant portion of it is preventable.

• Screen every adult who will live in the unit. Unlisted adults can turn a clean file into a headache and lead to unpaid rent. Get a complete application for every occupant, not just the person who offered check stubs online.
• Set expectations early. Share your process, what you’ll verify, and why. Encourage on-time payments and good rent payment habits so money doesn’t become a monthly chase.
• Use reliable payments. Invite residents to pay with a trusted rent payment app and offer ACH payments as a low-fee option. Digital rails create a clear trail, allowing you to document timing accurately if needed.

If you do this, your process will make it even harder to pull off shortcuts.

Compliance and Fairness

Apply the same checklist to every file to ensure consistent decisions. Some cities and states protect certain sources of income. Learn the rules where you operate. If you decline an application, send the right notice and save your rationale with supporting documents. Maintain a calm and factual landlord-tenant relationship. Remember: you’re making a business call, not passing judgment.

The Simple Steps You Can Adopt Today

A repeatable process is your best defense against fake pay and rental fraud. Here’s a version that works well for small and mid-sized landlords.

1. Intake: Request pay stubs for the last two to three pay period windows. If the applicant has started a new job, collect an offer letter that includes the start date and salary or hourly pay rate. For contractors, request 1099 forms and recent bank statements.
2. Scan: Read stub documents with a skeptical eye. Look for typos, mixed fonts, fuzzy logos, or a pay stub template that screams generic. Confirm the employer exists.
3. Reconcile: Check hourly math and per-period math. Review the year-to-date figures and taxes withheld. Keep a short note if you spot a discrepancy.
4. Cross-check: Compare check stubs with bank statements and tax returns to ensure alignment. If the file stays murky, add a W-2 or 1099.
5. Confirm: Call or email HR using the contact information provided on the company website. Confirm employment, title, pay rate, and start date. Save the name of the person you spoke with and the date.
6. Record: Keep copies of everything. Save outcomes and decisions to your file. Keep adverse action notices when you decline.
7. Enforce: Apply the same process to every applicant.

It may seem complicated at first, but dont worry. The more you can make checking a habit, the easier it will become. Ultimately, it will take less time than the back-and-forth that follows having a dishonest renter below the income criteria.

Red Flags at a Glance

Unfortunately, there are some signs that you might be dealing with a fake pay stub. Here are the most common identifiers to keep your eye out for:

• A pay stub template that looks like a demo. Quick online paystub maker or check stub maker artifacts.
• Employer details that don’t exist or only “exist” on the document.
• Gross pay doesn’t match hours and pay rate.
• Year-to-date numbers that ignore how many periods have happened in the calendar.
• Taxes withheld that don’t fit the wage level.
• Net deposits that never appear in bank statements.
• Pay stubs created on the same day for multiple periods or a “biweekly” job that only shows one monthly pay date.
• A fake pay statement that collapses the moment you ask for a second document.

If one of these pops, slow down and verify. However, there are some good signs that you have to know about, too, that will help you make the right decision and find some peace.

Green Flags That Lower Risk

While there are red flags to watch for, there are also green flags—or good signs—you’re in the exact place you want to be with your tenants. Here’s what you note as you review paperwork and select your new tenant:

• Math that reconciles and a believable year-to-date progression.
• Withholding patterns that track with federal taxes and your state.
• Bank deposits that match net amounts by direct deposit within a predictable window after each pay date.
• Employer confirmation through a public channel, not a number printed on the stub.

A few green flags together matter more than one fancy logo or a slick-looking pay stub.

Tools That Make This Easier Inside Your Workflow

A streamlined process helps everyone and keeps the trail clean. Here are some tools to use to help ease your workflow:

• Tenant Screening in one place: Receive applications, run 99.9% accurate background reports, and organize documents, bank statements, and notes right in TenantCloud, so your record-keeping is airtight.
• Payments with a click: Invite tenants to pay rent directly in TenantCloud for predictable timing and security.
• Fraud detection: Certain background check companies can check documents for accuracy, such as Snappt. TenantCloud now offers Snappt Income Verification to make it even easier to review your potential tenant's income information. You can access this and other income verifications right inside your TenantCloud account. Let tech reduce your busywork and help you do it the right way, consistently.

Unique Cases You’ll See and How to Respond

You don’t need to memorize every change; you just need a way to think about them. Here's what you may come across and how to address it:

• Brand-new jobs: If your applicant has taken a new job, their pay stubs may be sparse or nonexistent. To go about this, request their offer letter from their employer (usually shows the income amount) or verify their employment with their employer.
• Multiple jobs: If your applicant does not meet income criteria with one job but has multiple jobs, verify income and employment with both/all employers. Ensure that combined hours are realistic and that online check stubs accurately reflect both roles.
• Tip-heavy roles: If the person interested in your rental waits on tables or has another tip-heavy job, expect fluctuations in their pay stubs. In this case, you can watch deposits across a longer period and ask for additional stubs to confirm.
• Seasonal or commission roles. Much like tip-heavy roles, you can simply look at three to six months and ask how commissions are typically paid.

Tenants Who Need Help Qualifying

Sometimes the documents are almost there, but there's not a full history yet—a new grad, a recent relocation, or someone with a new job and strong savings. Remember that income checks are only a small part of the screening process. Do a full background check, income verification, take in the full picture, and check their referrals.

Go with your gut feeling. If it feels like a strong applicant after you've talked with them in person or over the phone, and there are no red flags, you've likely found a good fit.

A Quick Checklist for Landlords

• Collect two recent check stubs. If the applicant is new to the job, obtain the offer letter. If they freelance, get 1099s and bank statements.
• Scan the formatting. If it looks like a generic pay stub template or a generated stub, pause.
• Reconcile the numbers. Verify the pay rate against hours, year-to-date, and taxes withheld.
• Cross-check the deposits. Look for net pay landing near each pay date.
• Confirm employment through the company's website or contact the HR department directly if needed.
• Record everything. Good record-keeping saves you later.
• Enforce the same steps for every applicant.
• Run a thorough income verification and identification check through TenantCloud.

That’s it. You’re on your way to spotting fake pay stubs ahead of time.

Keep Payments Clean and Communication Simple

Once you approve a tenant, keep the money side predictable so risk stays low. Invite residents to pay rent through your rent payment app and nudge them toward ACH payments, as they’re reliable and low-fee. If you’re building better rent payment habits with tenants, you’ll have fewer late fees and fewer tough conversations. When communication is clear, the landlord-tenant relationship stays steady.

Smarter Income Verification Starts with a Solid Process

Catching fake pay stubs isn’t about being suspicious. It’s about running the same simple play every time. When you keep the steps consistent and document what you did, you lower risk, stay fair, and move qualified renters through faster.

That consistency pays off after move-in, too. Clean files, clear expectations, and reliable payment trails mean fewer surprises and a healthier landlord-tenant relationship.

TenantCloud gives you the tools to do it right. Receive applications, request documents, and thoroughly screen tenants with flexible background checks in one place. Plus, you can store items like pay stubs, bank statements, and notes so you always have what you need in the cloud.

With TenantCloud, you can also set up online rent to reinforce on-time payments, and use built-in accounting to spot mismatches before they turn into problems.

Ready to try a system with built-in screenings and applications? Try TenantCloud free for 14 days.

Frequently Asked Questions

Can you create fake pay stubs with a pay stub generator or online pay stub maker?

Unfortunately, there are fake generators that exist that make it easy for applicants to fake their income. While it may be something you only see once in a long while, it's important to use an income verification tool and know how to spot fake pay stubs to catch it ahead of time.

Is there a difference between a payroll stub and an earnings statement?

They’re often used interchangeably. Both should include core fields for a specific pay period, as well as year-to-date totals, deductions, and taxes withheld. If a “payroll stub” leaves out basics like employer address or a pay date, ask for a complete version.

Can I create pay stubs online for my own employees?

Yes. Many businesses create pay stubs online, and some use third-party tools to produce professional-looking pay stubs. For screening, the steps remain the same: request pay stubs and compare them to bank statements and tax filing records.

What should I do if totals don’t match an applicant's pay stub for a given pay period?

Ask for a second stub and a bank statement that shows the deposit. Recheck year-to-date. If it still doesn’t match, you can confirm employment with their employer.

What if the taxes withheld look off?

Check the wage level and brackets. Small variances happen; big gaps signal a problem. Compare against W-2 totals or prior-year tax returns for a broader view of taxes paid and taxable income.