How to Print Checks in QuickBooks: A Step-by-Step Guide

Printing checks is an essential task for many businesses, and QuickBooks, a popular accounting software, makes this process easy and seamless. Whether using QuickBooks Online or Desktop, this step-by-step guide will provide the insights you need to print checks effectively.

Set Up QuickBooks to Print Checks

Before printing checks, you'll need to complete the print checks setup to ensure alignment between your printer and the checks. This process is easy; you can use your checks formatted for QuickBooks or order QuickBooks-compatible checks from Intuit.

There are two types of checks: standard and voucher. Standard checks come with three checks per page, while voucher checks include check stubs and only have one check per page. During the print checks setup, select the check type you're using. QuickBooks will remember your choice for future use.

Add Checks to the Print Queue

While recording a new check, select the 'Print later' checkbox or the 'Print check' option. It adds the check to your print queue, allowing you to print multiple checks simultaneously.

Print Checks from the Print Queue

With your checks queued up, it's time to print. Note that if you need to change the check type (standard or voucher), simply open the print setup and alter your check type. Here's how you print your checks:

• Load your checks into the printer. Consider a test print on plain paper first to ensure alignment and prevent wasting checks.

• Select the checking account from which you've created the check.

  
  

• In the 'Starting check no.' field, enter the first check number in the printer.

• Check the boxes next to the checks you wish to print.

• Select 'Preview and print.' If everything is accurate, select 'Print.'

• If the checks print correctly, select 'Done'. If not, choose to reprint checks or keep them in the print list, and adjust your alignment settings in the print setup.

How to Write and Print Checks in QuickBooks Desktop

Writing a Check

In QuickBooks Desktop, you can use regular checks to pay various expenses, fund petty cash, or pay credit card dues. 

• To write checks, navigate to the 'Banking' menu and select 'Write Checks'.

• Fill in the required fields, such as bank account, payee name, date, amount, and memo if necessary. 

• Enter the expense details within the 'Account' or 'Amount' tab.

• After completing all fields, select 'Save & Close.’

Printing a Check

• Select the 'Print' icon in the 'Write Checks' window to print a check. 

• Choose to print single or multiple checks marked for 'Print Later.' 

• Select the printer name, type, and check style in the 'Print Checks' window. 

• If your pre-printed checks already contain your company name and address, uncheck the 'Print company name and address' checkbox. 

• Finally, ensure all settings are correct and select 'Print.'

Printing checks using QuickBooks, whether Online or Desktop, can be manageable. New QuickBooks users can effectively manage and streamline their check printing process by following these simple steps. Remember, the key is to familiarize yourself with the software, and with time, you'll master these functionalities with ease.

To learn more, check out this article on importing checks into QuickBooks.

FAQs

How do I set up QuickBooks to print checks? 

You must complete the print checks setup to ensure alignment between your printer and the checks. You can either use your checks formatted for QuickBooks or order QuickBooks-compatible checks from Intuit. You must also select the check type you use: standard or voucher.

How do I add checks to the print queue?

Select the ‘Print later’ checkbox or the ‘Print check’ option when you record a new check. It adds the check to your print queue, allowing you to print multiple checks simultaneously.

How do I print checks from the print queue? 

Select ‘+New’ and then ‘Print checks.’ Load your checks into the printer. Select the checking account from which you’ve created the check. Enter the number of the first check in the printer. Check the boxes next to the checks you want to print. Select ‘Preview and print.’ If everything is correct, select ‘Print.’ If not, adjust your alignment settings in the print setup.

How do I void or delete a check in QuickBooks Online? 

To void a check, open it and select ‘More’ at the bottom. Then select ‘Void.’ To delete a check, open it and select ‘More’ at the bottom. Then select ‘Delete.’

Need a step-by-step guide? Watch this video.