Summary

Printing checks in QuickBooks Online remains an essential task for many small businesses. While electronic payments dominate, there are times when writing and printing a physical check is necessary for security, proof, or payment timing reasons. This guide walks you through why checks are still used, how to write and print them in QuickBooks Online, and what types of checks are available for purchase.

💡 Why Businesses Still Use Checks

Despite the rise of electronic payments and credit cards, checks remain an important part of business transactions. Checks provide security since electronic payments are more prone to fraud, and physical checks offer assurance of legitimacy. For large purchases, some people are more comfortable using checks to avoid transferring large sums electronically. They also provide undeniable proof of payment, as a canceled check or image serves as solid evidence. Moreover, paying by check can buy extra time for cash flow management, since checks typically take around two days to clear. In QuickBooks Online, creating a check ensures accurate accounting by crediting your checking account and debiting your expense or liability account, similar to writing a paper check from your checkbook.

Takeaways:

• Checks provide security, proof of payment, and timing benefits.

• Creating checks in QuickBooks ensures correct accounting entries.

• Checks remain popular for B2B payments and large transactions.

Key Terms

• Check Clearing: The process of transferring funds from the check writer’s bank to the recipient’s bank, usually within two days.

• Debit: An accounting entry that increases assets or expenses and decreases liabilities or equity.

• Credit: An accounting entry that decreases assets or expenses and increases liabilities or equity.

📝 How to Write and Print Checks in QuickBooks Online

To write and print checks in QuickBooks Online, begin by clicking the “Quick Create” icon (the + sign) from the homepage. Select “Vendors,” then “Check,” and fill out the check fields with the appropriate information, including amount and correct accounts to credit and debit. Once completed, click “Save & Close.” To print the check, go back to “Quick Create” > “Vendors” > “Print Check.” Use the alignment wizard to ensure the dollar amount lines up properly on your pre-printed check stock before selecting “Finish Preview” and “Print.” It’s important to ensure you aren’t duplicating expenses by creating a check when there is already a bill for the transaction. In such cases, use “Pay Bills” instead to avoid overbooking expenses. When printing, make sure checks are fully printed before confirming, as reprinting requires manually marking each check again.

Takeaways:

• Use “Quick Create” to write and print checks efficiently.

• Always check for existing bills before creating a new check to avoid duplicate entries.

• Use the alignment wizard before printing to ensure accurate placement.

Key Terms

• Quick Create: The “+” icon in QuickBooks Online that allows fast creation of transactions like checks and invoices.

• Bill Payment Check: A check created to pay down accounts payable from existing bills entered in QuickBooks.

• Alignment Wizard: A tool in QuickBooks Online that helps ensure printed check information aligns correctly with pre-printed check stock.

💵 QuickBooks Check Options and Costs

To print checks, you will need to purchase QuickBooks-compatible checks. Three main types are available. Basic Voucher Checks are designed for payroll and accounts payable, starting at $36.99 for 50 checks. Secure Plus Voucher Checks include advanced security features like heat-sensitive icons and watermarks to prevent fraud, priced at $66.99 per 50. Secure Premier Voucher Checks offer the highest level of security, including a security hologram to deter counterfeiting, starting at $72.99 for 50. Choosing the right check type depends on your business’s security needs and budget considerations.

Takeaways:

• Basic Voucher Checks start at $36.99 for 50 checks.

• Secure Plus Voucher Checks add advanced security features, costing $66.99 per 50.

• Secure Premier Voucher Checks provide top-level security at $72.99 for 50 checks.

Key Terms

• Voucher Check: A check with detachable stubs for record-keeping and recipient information.

• Security Hologram: A holographic feature on checks that helps prevent counterfeiting.

• Heat-Sensitive Icon: A security feature that changes appearance with temperature, deterring photocopy fraud.

Conclusion

Writing and printing checks in QuickBooks Online remains a vital process for businesses that value security, clear proof of payment, and flexibility in managing cash flow. By understanding how to create checks properly and selecting the right check stock, you can keep your business payments organized and secure.