(650) 332-8623Printing Checks in QuickBooks: A Detailed Step-By-Step Guide
In this article, we’ll show you how printing checks in QuickBooks works and how you can streamline the entire process for your business.
Printing checks in QuickBooks is essential for any business that wants to simplify its financial transactions while maintaining accuracy and professionalism.
Even in today’s world, where digital payments are the preferred method of many, printed checks remain a cornerstone for vendor payments, payroll, and other financial obligations, particularly in industries like construction, where precision and accountability are critical.
Printing checks might seem straightforward for many businesses, but the reality is often more nuanced. There’s always the issue of incorrect details, misaligned checks, or printer malfunctions. All these cause delays and financial headaches.
But with QuickBooks, you can streamline the entire check printing process, especially if you know the proper setup and can troubleshoot the most common issues.
Mastering how to select the correct check stock or how to comply with legal standards can significantly improve your financial operations, particularly for construction companies that work with multiple vendors and handle high-value transactions.
An efficient and accurate check printing process is a non-negotiable if you want your business to be compliant and trustworthy and build a strong reputation for professional financial management. In this article, we’ll guide you on:
- How to set up and configure QuickBooks for check printing
- Step-by-step instructions to print checks accurately
- Troubleshooting tips and best practices for smooth check printing
So, let’s dive right in and find out how you can unlock the full potential of printing checks in QuickBooks.
Why Printing Checks in QuickBooks Matters
Printing checks might seem routine. But printing checks accurately and efficiently have a major impact on the financial health of your business.
Check printing errors can result in costly delays, compliance risks, and tarnished professional reputations, whether you have a small construction business or large-scale operations.
Precise check printing is crucial for maintaining financial integrity and protecting against fraud. In a recent check fraud report, the United States has seen an increase in check fraud, corresponding to an estimated $21 billion in losses in 2023.
Construction businesses handling numerous high-value transactions are particularly vulnerable where one misprinted check can negatively affect your operations, disrupt project timelines, and strain vendor relationships.
But you can reduce these risks by implementing robust check printing solutions, such as those offered by QuickBooks, like pre-configured templates and alignment settings. By printing checks in QuickBooks, you can protect your construction business against errors and fraud.
Starting with Check Printing in QuickBooks
It’s essential to set up your system properly before starting with the check printing process. Make sure to do the following:
1. Ensure Compatibility
Check the following software and tools are compatible with QuickBooks for a successful check printing.
☑️ QuickBooks Version
QuickBooks Desktop offers the most comprehensive features for check printing, including customization options and precise alignment tools.
Meanwhile, QuickBooks Online can also handle check printing, but its features are more limited. If check printing is a priority, consider using QuickBooks Desktop for better functionality.
☑️ Check Stock
Use QuickBooks-compatible check stocks, which are pre-printed or blank papers designed specifically for printing checks. Choose from formats like voucher checks (the most common) or standard checks, depending on your needs.
☑️ Printer Type
While you don’t need an expensive industrial model, ensure your printer can handle check stock paper without jamming or smudging the ink. We recommend using laser or inkjet printers for their precision alignment features.
2. Set Up Accounts
Connect your bank account by going to the “Lists” menu in QuickBooks, then selecting “Chart of Accounts.” Create a new account for your bank by entering the required details, including your account number and bank routing number. Check for errors that can result in incorrect check printing or delayed payments.
Many banks support online banking integration with QuickBooks for easier transaction tracking and automatic updates. Setting this up can save time and reduce the risk of manual errors.
You can also customize your check template to fit your branding requirements for a professional appearance.
Once these steps are complete, you’ll be ready to move on to creating and printing your checks with confidence.
Step-by-Step Guide to Printing Checks in QuickBooks
Printing checks in QuickBooks is easy when you follow the right steps to avoid common errors. Here’s how:
Step 1: Write a Check
Before printing, create the check in QuickBooks to ensure accurate details and proper formatting. Then, in QuickBooks, go to the Banking menu and select Write Checks.
Enter the check details:
- Bank Account: Choose the account where you will draw the funds.
- Pay to the Order of: Input the payee’s name, making sure the spelling is correct to avoid payment disputes.
- Amount: Specify and double-check the payment amount for accuracy before proceeding.
- Date: Set the transaction date.
- Check Number: Assign it or automatically generate one in QuickBooks.
- Memo Field: Add notes about the payment (e.g., “Invoice #6789” or “Material Costs for Project ABC”) for clarity.
Choose your printing option by checking the Print Later box if you’re preparing multiple checks for batch printing.
Once all details are entered, click Save & Close or Save & New to prepare the next check.
Step 2: Access the Print Checks Window
From the QuickBooks File menu, choose Print Forms and select Checks. A list of checks marked for printing will appear. Place a checkmark next to the ones you want to print and click OK.
Step 3: Configure Printer and Check Settings
Select your printer from the drop-down list in the Print Checks window. Then choose from the available check styles:
- Voucher Checks: The most common option, with a check at the top and a stub below.
- Standard Checks: Includes three checks per page.
- Wallet Checks: Compact checks, often used for personal accounts.
Click Align Checks to test and ensure the printed text aligns with the designated fields on your check stock.
Always print a test check on blank paper to confirm alignment and avoid wasting actual check stock.
Step 4: Print the Checks
Load your check stock into the printer, ensuring the correct orientation. Click the Print button in QuickBooks to start printing your checks.
Inspect the payee’s name, amount, and date on the printed checks for accuracy. Ensure alignment is correct, especially for the MICR line at the bottom.
Step 5: Address Common Errors
Even with careful preparation, errors can happen. In case it does, use the alignment tool in QuickBooks to recalibrate and reprint the check.
If the payee name or amount is incorrect, void the check in QuickBooks, correct the details, and print a new one.
Before printing, ensure your printer is in good condition and set to high-quality print mode.
Check out this YouTube tutorial on how to print checks on QuickBooks Online for more information:
Troubleshooting and Common Issues
Even with a proper setup, challenges can arise when printing checks in QuickBooks. Below are common problems and easy solutions to help you manage and prevent these issues.
Misaligned Checks
Imagine you’re running a construction business, and your check’s dollar amount prints slightly off-center. The bank may reject the check, delaying payment to your vendor and potentially halting the delivery of materials needed for a project.
Misalignment happens when printed text does not fit into the designated fields, such as the payee name, amount, or MICR line at the bottom of the check.
How to fix it:
- Use QuickBooks’ alignment tool in the Print Checks window. Print a test check on blank paper and compare it against your check stock.
- Ensure your printer is set to “Letter” size and Normal Quality or Best Quality mode to avoid text slipping out of place.
- Before printing a batch, always run a single check as a trial to save stock and time.
QuickBooks Freezing During Printing
Just picture this: your team is printing 50 payroll checks. But halfway through the process, QuickBooks freezes. You’re forced to restart the system, re-enter the check details, and risk errors while rushing to meet payroll deadlines.
QuickBooks may freeze or crash, especially when handling large batches of checks or outdated software. Here’s how you can resolve it.
- Update QuickBooks to the latest version by navigating to Help > Update QuickBooks Desktop. Updates often address bugs and performance issues.
- Close QuickBooks, restart your computer, and relaunch the program to clear temporary glitches.
- Download and run the free QuickBooks Tool Hub from Intuit’s website to repair program errors causing freezing.
- If you are processing many checks, print them in smaller batches.
Incorrect Information on Checks
What if a check printed for “ABC Supplies” is mistakenly addressed to “XYZ Contractors”? Or you accidentally printed a check for $5,000 instead of $500.
The incorrect details will reject the check, causing delays and creating financial strain. Not to mention it will require extra time to void and reissue the check.
To prevent and fix these errors, make sure to do the following:
- Before printing, review all fields in the Write Checks window. Use the Memo Field to add notes to clarify the purpose of the check.
- If an error is discovered after printing, void the incorrect check in QuickBooks, correct the details, and print a new one.
- Regularly reconcile your bank statements in QuickBooks to identify and correct any discrepancies early.
Printer Jams or Smudged Checks
Say you’re printing payroll checks on high-quality check stock. But midway, the printer jams, leaving the checks creased and unusable.
Physical printer issues like jams or smudging can waste check stock and disrupt workflows. To save yourself the headache:
- Use high-quality check stock. QuickBooks-compatible stock is less prone to tearing or jamming, ensuring smoother printing.
- Clean the rollers and remove dust regularly. Follow the manufacturer’s maintenance schedule to prevent performance issues.
- Load checks properly. Insert a small batch of checks into the tray instead of overloading, ensuring they feed smoothly.
Software or Printer Error Codes
What if your printer displays an error message, “Printer Not Responding,” or QuickBooks gives a “Failed to Print” error? This leaves your team scrambling to troubleshoot while checks remain unprinted. Thus, another error during the check printing process that can disrupt your workflow.
To troubleshoot:
- Reconfigure your printer settings. In QuickBooks, go to File > Printer Setup and re-select your printer to reset the configuration.
- Ensure the printer is properly connected via cable or Wi-Fi.
- Download the latest printer drivers and reinstall them to fix compatibility issues.
- If the issue persists, consult QuickBooks support or refer to the printer’s manual.
Address these scenarios with proactive solutions for a seamless and professional check printing experience. Test regularly, update your systems, and opt for quality supplies to save your construction business time, money, and frustration.
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Best Practices for Printing Checks in QuickBooks
To maintain professionalism and accuracy, following these guidelines will ensure your check printing process is secure, streamlined, and fully compliant.
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Invest in check stock with built-in security features like watermarks, microprinting, and heat-sensitive ink. These features make it harder for fraudsters to tamper with your checks.
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Restrict user permissions in QuickBooks. Assign specific roles based on job responsibilities. Only grant check printing permissions to those who need it to reduce the risk of unauthorized access.
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Secure your blank check paper in a locked cabinet or safe. Treat it as sensitive financial material to prevent theft or misuse.
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Enable MFA for your QuickBooks account for an extra layer of protection and to ensure only authorized personnel can access financial data.
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Before printing a batch of checks, test on blank paper to verify alignment and formatting. This simple step prevents misprints and ensures all text fits correctly on the check stock.
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Regularly clean the printer’s rollers and replace worn components to avoid paper jams or smudging. Follow the manufacturer’s maintenance schedule for optimal performance.
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Opt for QuickBooks-compatible check stock and premium printer ink or toner. These materials ensure consistent, professional results.
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Mark checks for “Print Later” in QuickBooks and print them all at once to save time. Review the list carefully to avoid missing any checks.
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Regularly reconcile your bank statements in QuickBooks to ensure all printed checks match the recorded transactions. This process helps catch errors early and maintain financial accuracy.
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QuickBooks keeps a log of all changes made to transactions. Review them regularly to identify and address any unauthorized or suspicious activity.
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For added assurance, consider getting the services of an external auditor to review your financial processes. Their objective perspective can help uncover issues that might otherwise go unnoticed.
Printing checks in QuickBooks is more than a simple administrative task—it’s a crucial component of efficient and accurate financial management. Following these best practices can help streamline your process and avoid common pitfalls.
- QuickBooks streamlines the process of printing checks, saving you time that can be better spent on growing your business.
- Adding your business logo and customizing check layouts boosts brand recognition and adds a personal touch.
- Protect your financial data and checks with strong passwords, user permissions, and secure printing environments.
- Audit and reconcile your financial records in QuickBooks to maintain accuracy and catch discrepancies early.
- Keep up with QuickBooks’s latest features and best practices to ensure your financial operations are always at their best.
Final Thoughts
From setting up your accounts to troubleshooting common issues, mastering the process of printing checks in Quickbooks ensures efficiency, accuracy, and professionalism in every payment.
Moreover, you can protect your business against financial risks and oversight by implementing security measures and conducting regular reconciliations and audits. With these steps, QuickBooks becomes a cornerstone of your financial management strategy.
For industries like construction and field services, where managing payments to multiple vendors and overseeing high-value transactions are everyday challenges, a streamlined and secure payment process is essential.
QuickBooks simplifies check printing, but it’s equally important to manage labor costs and track employee time effectively—two areas that directly impact your bottom line. This is where Workyard can make a significant difference.
Workyard provides powerful tools to simplify time tracking and labor cost management for construction and field service businesses. With precise GPS tracking and geofencing, Workyard ensures you have an accurate account of employee hours, helping you avoid overpayments and improve job costing.
By combining QuickBooks’ financial efficiency with Workyard’s workforce management capabilities, you can optimize your payment workflows and overall operations.
Try Workyard today to see how it complements your QuickBooks setup and helps you save time and money. Sign up for a free trial!
To set up QuickBooks for printing checks, follow these steps tailored for both QuickBooks Desktop and QuickBooks Online:
Prepare Your Checks
Decide whether you will use standard checks (three per page) or voucher checks (one per page with stubs). This choice will affect your print setup.
Ensure that your checks are formatted for QuickBooks. You can either use your own checks or order compatible checks from Intuit.
Set Up Printing in QuickBooks
For QuickBooks Desktop:
- Navigate to the Banking menu and select Write Checks. Fill in the necessary details (payee, amount, etc.) and check the box for Print Later.
- Go to the File menu, select Print Forms, then choose Checks.
- Select Checks to Print: In the Print Checks window, you can choose to print a single check or multiple checks marked for printing later. Confirm your selections and proceed.
For QuickBooks Online:
- Click on + New, then select Check. Fill in the details and check the box for Print Later.
- Select + New, then choose Print Checks to access your print queue.
- Ensure your printer is loaded with the correct check stock, and perform a test print on plain paper to check the alignment.
Print Your Checks
In the print setup window, specify your printer type and select the starting check number (the first number on your pre-printed checks.
Check the boxes next to each check you wish to print. Preview and Print, review the layout, and if everything looks correct, click on Print. If issues arise, adjust alignment settings as needed.
To print a check register in QuickBooks, you can follow these steps based on whether you are using QuickBooks Desktop or QuickBooks Online.
For QuickBooks Desktop:
- Launch the application and log in to your account.
- Click on the Banking menu. Select Use Register from the dropdown. Choose the bank account for which you want to print the check register and click OK.
- You can adjust the date range and any specific filters to ensure you capture all relevant transactions.
- With the register open, locate the Print option in the menu bar. Set your print preferences (like date range) and select Print to generate a hard copy of your check register.
For QuickBooks Online:
- Access your account through a web browser.
- Click on the Accounting tab in the left menu. Select Chart of Accounts and find your bank account.
- Click on your bank’s name and select View Register to see all transactions.
- Click on the funnel icon (filter) to select a specific date range for which you want to print the register. After setting your date range, click Apply.
- From the menu, click on Print List to generate a printout of your check register.
By following these steps, you can effectively print a check register from either version of QuickBooks, ensuring you have a physical record of your transactions for reference or reconciliation purposes.
To print multiple checks in QuickBooks Online, follow these steps:
- When entering a new check, ensure you select the Print Later checkbox. This adds the check to your print queue instead of printing it immediately.
- Continue creating checks and marking them for printing later until you have added all desired checks to the queue.
- Click on the + New button on the left menu. Select Print Checks from the dropdown menu.
- In the Print Checks window, choose the bank account from which you created the checks.
- You will see a list of all checks marked for printing. You can select or deselect any checks you do not wish to print at this time.
- In the “Starting check no.” field, enter the starting check number, which corresponds to the first check in your printer.
- Click on Preview and Print to see how the checks will look. If everything appears correct, click on Print to start printing all selected checks.
- After printing, QuickBooks will prompt you to confirm if the checks are printed correctly. If any issues occur, they will remain in the print queue for reprinting later.
- By following these steps, you can efficiently print multiple checks in QuickBooks Online without needing to handle each check individually.
Yes, you can print checks directly from QuickBooks Online (QBO). Here’s how to do it:
- When entering a new check, make sure to select the Print Later checkbox. This adds the check to your print queue.
- Click on the “+” New button on the left menu. Select Print Checks from the dropdown menu.
- Choose the bank account from which the checks were created.
- You will see a list of all checks marked for printing. You can select or deselect any checks you do not want to print at this time.
- Enter the starting check number in the Starting check no. field, which corresponds to the first check in your printer.
- Click on Preview and Print to review how the checks will look. If everything appears correct, click on Print to start printing all selected checks.
- After printing, QuickBooks will ask if the checks are printed correctly. If there were any issues, they will remain in the print queue for reprinting later.
In QuickBooks Online (QBO), you can print several types of checks, each designed for different purposes. Here are the main types of checks you can print:
Standard Checks: These checks typically have three checks per page and are commonly used for regular payments to vendors or suppliers. Ideal for general business transactions where a stub is needed for record-keeping.
Voucher Checks: These feature one check with two stubs at the bottom, allowing for easy record-keeping. They are often used for payroll and can accommodate pay stubs. Best suited for payroll processing or when detailed payment records are necessary.
Wallet Checks: These checks are designed for personal use and usually come three per page. They are similar to standard checks but formatted for personal banking. Suitable for individuals who want to use QuickBooks checks instead of traditional bank checks.
Additional Check Types
Secure Plus Voucher Checks: These checks include advanced security features to prevent fraud and forgery, making them suitable for sensitive transactions.
Continuous Checks: Designed for businesses that require pin-feed printing, these checks can be used in various accounting scenarios.
You can print these checks using either pre-printed check stock compatible with QuickBooks or blank check stock, provided you set up your printer correctly in QBO. Always ensure that the format of the check you choose matches the type of stock you are using to avoid alignment issues during printing.
