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Simplify Your Accounting: Learn How To Print Checks Online In QuickBooks

Last Updated Oct 6, 2023

Written By Top10Ratings

Simplify Your Accounting: Learn How To Print Checks Online In QuickBooks.

In the modern era of digital transactions and credit cards, it’s easy to overlook the humble check as a means of payment. However, as a small business owner, you know that sometimes a good old-fashioned check is necessary. If you’re using QuickBooks, the popular accounting software, including its online version, you have the convenience of printing checks right from your computer. 

In this article, we’ll guide you through the process of printing checks online in QuickBooks, ensuring that your checks align perfectly and print flawlessly. Say goodbye to the hassle of handwritten checks and embrace the simplicity of printing them with ease. Let’s dive in!

What Are Print Checks?

Print checks refer to the process of generating physical checks using a printer, typically from accounting software such as QuickBooks. It allows businesses and individuals to create professional-looking checks with all the necessary payment details, including the payee’s name, amount and date. Print check method eliminates the need for manual check writing and provides a convenient way to issue payments while adhering to banking regulations and maintaining financial transparency.

Why Do You Need To Print Checks?

According to data from the Association of Financial Professionals (AFP), business-to-business (B2B) payments made through checks actually saw an increase between 2013 and 2016. This can be attributed to several reasons that underscore the enduring relevance of checks:

  • Security:

In an era where digital fraud poses a constant threat, the physical nature of a check provides a sense of security to both parties involved in a transaction. The check serves as tangible evidence of a legitimate payment.

  • Large Purchases: 

The risk associated with electronic transactions can make individuals hesitant to transfer substantial sums of money electronically. Consequently, it is not uncommon to resort to using checks when making big purchases, offering an additional layer of confidence.

  • Proof of Payment: 

While electronic transfers lack the tangible proof of purchase, paying by check offers a physical record. Simply producing the canceled check or an image from an online banking page serves as verifiable evidence of payment.

  • Timing Flexibility: 

When immediate cash is unavailable and credit card usage is undesired, paying by check provides a grace period to gather the necessary funds. With most checks taking approximately two days to clear, this method allows for a temporary extension in meeting financial obligations.

When it comes to accounting, creating a check within QuickBooks Online holds significant importance. The act of creating a check triggers essential accounting entries: the asset account is credited, thereby reducing the checking account balance, while the expense or cost of goods account is debited, resulting in an increase in the expense or cost of goods sold on the profit and loss statement. 

Step By Step Guide To Configure Print Settings For Printing Checks

Before streamlining your check printing process, it’s essential to configure the print settings correctly. By ensuring optimal alignment and printer configuration, you can produce professional-looking checks efficiently. Walk through the process of configuring print settings for printing checks with us. From setting up print checks to fine-tuning alignment and configuring the printer dialog box, each step will contribute to a seamless check printing experience. 

Step 1: Set up Print Checks

Before you begin, make sure you have some blank paper ready in your printer for test prints. This way, you can avoid wasting actual checks if you need to adjust the check alignment.

  • Select the “+ New” option.
  • Choose “Print checks.”
  • Click on “Print setup.”
  • Select your check type: voucher or standard.
  • Click on “View preview and print sample.

” Then choose “Print.”

Place the printed sample check under a blank check and check if they align correctly.

If the alignment is accurate, you are all set to print on your regular blank checks.

Step 2: Install or Update Adobe Reader

If the sample print does not align with the blank check, we recommend using Adobe Acrobat for check printing. Adobe Reader is necessary for printing both Standard and Voucher checks. Follow these steps to download Adobe Reader and set it as your default PDF viewer:

  • Select the “+ New” option.
  • Choose “Print checks.”
  • Click on “Print setup.”
  • Select “No, continue setup.”
  • Click on the provided link to download the latest version of Adobe Acrobat Reader from Adobe’s official website.
  • After installing Adobe Acrobat Reader, return to QuickBooks and select the “How?” link to set Adobe Reader as your browser’s default PDF viewer.
  • Go back to QuickBooks and choose “View preview and print sample.” Then select “Print.”

Compare the alignment of your sample check against a blank check.

If the alignment appears correct, you are ready to print on your regular checks.

Step 3: Fine-Tune The Check Alignment

If the check still doesn’t align properly, you can fine-tune the check alignment using the following steps:

  • Select the “+ New” option.
  • Choose “Print checks.”
  • Click on “Print setup.”
  • Select “No, continue setup.” Then select “No, continue setup” again. This action opens the check in an alignment window where you can adjust the margins to correct the alignment.
  • In the check image window, adjust the grid so that the numbers align with the corresponding positions on your sample print. QuickBooks will automatically adjust the alignment based on your modifications.

Key Point: “The vertical and horizontal fields on the grid are adjustable and allow you to precisely specify where the check amount should be printed.”

  • After adjusting the grid, select “View preview and print sample.” Then choose “Print.”
  • Follow the on-screen instructions to complete the printing of your sample check.
  • Compare the alignment of your sample check against a blank check.
  • Repeat the grid alignment process and print as many times as necessary until the check is aligned correctly.
  • Select “Finish Setup.”
  • If the alignment is now accurate, you are all set to print on your regular blank checks.

Step 4: Configure Your Printer Dialog Box

If the sample print still does not align properly, you may need to adjust the scale in your printer dialog box. The steps for adjusting the scale or page size vary depending on your printing setup. If you require further assistance in fine-tuning your alignment, refer to the troubleshooting resources for printing checks and forms. Alternatively, for specific printing alignments, you can find relevant information on setting up paychecks, 1099 forms and sales forms.

How To Print Checks In QuickBooks?

If you’re using QuickBooks Online you have the advantage of easily printing checks directly from your computer. In this guide, you can go through the step-by-step process of printing checks in QuickBooks, empowering you to simplify your payment workflows and maintain accurate financial records. Let’s get started!

Step 1: Create A Check In QuickBooks Online

  • Launch QuickBooks Online and sign in to your account.
  • From the main dashboard, locate the “+” (plus) icon or the “Create” menu and click on “Check” under the “Vendors” section.
  • Fill in the necessary details for the check, including the payee’s name, date, account to be debited, and the payment amount. You can also add a memo to provide additional information.
  • Double-check the accuracy of the entered information, and then click on the “Save and Close” or “Save and New” button.

Step 2: QuickBooks Check Printing

  • Ensure that your printer is properly set up and connected to your computer.
  • Navigate to the “Settings” menu in QuickBooks Online and select “Print Checks” under the “Tools” section.
  • In the “Print setup” tab, choose the appropriate check style and layout that matches your pre-printed checks. Specify the check type, style, and alignment details to ensure accurate printing.
  • Switch to the “Printer setup” tab and confirm that the correct printer is selected. Adjust any additional settings, such as paper size and orientation, according to your printer’s requirements.
  • Load blank or pre-printed checks into your printer tray, following the specific instructions for your printer model.
  • Return to the “Print checks” tab and choose the checks you want to print. You can select individual checks or opt for a batch printing process.
  • Review the preview of the checks on your screen to verify the alignment and appearance.
  • Once satisfied with the preview, click on the “Print” button to initiate the printing process.
  • Allow the printer to complete the printing task, and then retrieve the printed checks from the printer tray.
  • After printing, mark the checks as “Printed” within QuickBooks Online to ensure accurate tracking and reconcilation of your records.

How To Keep Records Of The Checks In QuickBooks?

You can accurately record checks in QuickBooks Online and create checks for printing to maintain organized and precise bookkeeping. Here’s how:

  • Go to the “+ New” option and choose “Check.”
  • From the “Payee” dropdown, select the recipient of the check.
  • In the “Bank Account” dropdown, choose the account from which the money will be deducted.
  • Fill out the remaining fields with the appropriate information.
  • If you only want to record the check without printing it, you can skip this step. However, if you intend to print the check, you have the option to print it immediately or at a later time. (Optional Step)

Key Point: “If you need to reuse a check number, uncheck the “Print later” checkbox. When you save the check, a confirmation message will appear to inform you that the check number already exists.”

  • For immediate printing, select “Print check.” QuickBooks will save the check and direct you to the Print Checks page.
  • For printing at a later time, select the “Print later” checkbox. This will add the check to the print queue, allowing you to enter the check number and print all your checks together.
  • Finally, select “Save and close” to complete the process.

Steps To Reprint The Paychecks:

Online Platform:

To print a paycheck in QuickBooks Online Payroll, follow these steps:

  • Navigate to the “Payroll” section and click on “Employees.
  • Below the “Run payroll” option, you will find the “Paycheck list.” Select it.
  • Choose the specific paycheck you wish to print. If needed, you can adjust the Date range or Employee by selecting the “Filter” dropdown.
  • In the “Action” column, click on “Print.”
  • A preview of the paycheck or pay stub will open. To proceed with printing, click on the printer icon.

QuickBooks Desktop:

Reprinting a Single Paycheck:

  • Go to the “Lists” menu and choose “Chart of Accounts.”
  • Double-click on the bank account associated with your payroll.
  • Locate and double-click on the specific paycheck you need to reprint.
  • Select the “Print” option.
  • Enter the check number, if necessary, and click “OK.”
  • Choose your printer settings and check style, then select “Print.”
  • Once you have completed the printing, click “Save and Close” to finish.

Reprinting Multiple Paychecks:

  • Go to the “Lists” menu and select “Chart of Accounts.”
  • Double-click on the bank account used for payroll.
  • Double-click on the paycheck you want to reprint.
  • Choose the “Print Later” option, then click “Save & Close.”
  • Repeat this process for each check that should not be marked for immediate printing.
  • Select the “File” menu, followed by “Print Forms.”
  • Click on “Paychecks.”
  • Choose the paycheck(s) you wish to print.
  • Click “OK.”
  • Review your print settings, ensuring they are accurate, and then select “Print.”

By following these steps, you can easily reprint a single paycheck or multiple paychecks as needed, allowing you to keep accurate records and provide necessary documentation.

The Benefits Of Printing Checks In QuickBooks Desktop

QuickBooks Desktop offers a range of valuable features that enhance the check printing process. Here’s why you should consider printing checks directly from QuickBooks Desktop:

  • Flexibility to Print Single Checks or Multiple Checks in a Batch:

With QuickBooks Desktop, you have the flexibility to print checks one at a time or in a batch. Whether you need to print a single check or multiple checks at once, QuickBooks Desktop accommodates your requirements, saving you time and effort.

  • Option to Save Checks for Later Printing:

If you prefer not to print a check immediately, QuickBooks Desktop allows you to save it for future printing. This feature enables you to prioritize and manage your check printing according to your needs, ensuring a more organized approach to your financial transactions.

  • Capability to Print Different Types of Checks:

QuickBooks Desktop supports the printing of various types of checks, accommodating diverse payment scenarios. Whether you need to print standard checks, voucher checks, or other specialized check formats, QuickBooks Desktop provides the necessary versatility to meet your specific check printing requirements.

Moreover, when you print checks directly from QuickBooks Desktop, the payee information is automatically populated from your vendor contact database. This eliminates the need for manual data entry, reducing the chances of errors and saves valuable time. 

Additionally, for bills that have already been entered into QuickBooks Desktop, the check amount is automatically filled in, further streamlining the payment process. You can even use the same check to pay multiple bills, making it convenient to handle multiple transactions efficiently.

Bottom Line:

In conclusion, printing checks in QuickBooks offers businesses a secure, efficient and convenient method for managing their financial transactions. With step-by-step guidance provided, empower yourself to align checks accurately, configure printer settings, and streamline the payment process. Embrace the benefits of printing checks in QuickBooks to simplify your financial management and ensure accurate record-keeping. Say goodbye to manual check writing and enjoy the ease and professionalism of digital check printing with QuickBooks.

With over 200 years of combined industry experience, our Editorial Team at Top10Ratings is a diverse group of expert reviewers, product analysts, and content experts. They come from backgrounds in renowned product testing labs, acclaimed review platforms, and leading market research firms. Together, they ensure that every review, ranking, and insight offered on Top10Ratings is comprehensive, expert-driven, and trustworthy. Their dedication to authenticity and clarity guarantees that our readers always receive reliable and actionable advice.

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