In today's world of small-business accounting, it's common to pay most of your bills online or with a credit card. Sometimes however, you still need to print a good old-fashioned check. If you use one of QuickBooks' small-business products, like QuickBooks Online, here's how to get it done.
Why you need to print checks
Interestingly enough, the use of checks is still alive and well in the world of business. B2B payments via check actually increased between 2013 and 2016, according to data from the Association of Financial Professionals (AFP). There are several reasons for this:
Security: Electronic payments are more susceptible to fraud. Handing over a physical check provides assurances to both parties that the payment is legitimate.
Large Purchases: The risk of fraud can also make some people uncomfortable with transferring large amounts of money electronically. Therefore, it is fairly common to purchase expensive items with a check.
Proof: Sending money electronically doesn’t provide you with the same proof of purchase that paying with a check does. To prove payment, you need only show the canceled check or image from an online banking page.
Timing: If you don’t have the cash on hand, but you don’t want to use credit, paying by check can provide you with a little extra time to get the money together, as most checks take about two days to clear.
When you create a check in QuickBooks Online, you’re doing something very important in terms of accounting: Creating a check will credit the asset account (i.e. lessen the balance you have in your checking account) and debit the expense/cost of goods account (i.e. increase the expense or cost of goods sold on your profit and loss statement). It could also debit a liability account (i.e.: a loan or credit card), which decreases what you owe. It’s like creating a paper check out of your checkbook. Here’s the steps you need to take to make it happen.
Now that we understand the benefits of paying by check, here's how to write and print checks in QuickBooks Online.
Quick instructions: How to print checks in QuickBooks
From the homepage, click the “Quick Create” icon (the + sign), select “Vendors,” and then “Check.”
Fill out the check fields with the appropriate information, including the amount.
Select the correct accounts to credit and debit.
From there, click “Quick Create” > “Vendors” > “Print Check” to print your check.
Use the alignment wizard to ensure your printed amount lines up properly on your pre-printed check stock.
When you are satisfied with the alignment, select “Finish Preview” and then select “Print.”
FEATURED
QuickBooks
QuickBooks Online
NerdWallet Rating
5.0
Annual Fee
$0
Step 1: Create a check in QuickBooks Online
Here is what the check form looks like in QuickBooks Online. From the homepage, click the “Quick Create” icon (the + sign), select “Vendors,” and then “Check”:
If you take a look at the image below, there are several important notes to consider: In QuickBooks Online Plus, you can have the “Items” tab on the check, so you can buy items to resell. That is a nice touch. QuickBooks Online Plus supports this; they’re called two-sided items and pass through time or material expenses so that a user can create invoices for them. You will also notice “Location” and “Class fields,” also a “Plus” feature. (Check out this video on class/location tracking if you want to learn more.)
The check below is crediting the company checking account and then debiting the “Rent” and “Advertising” accounts. So it is a “split” transaction. And instead of the check number field, the check will be printed later on, which we’ll cover in a few minutes. There's also an option to tag the account amounts to a customer/sub-customer/project for profitability tracking (see a video on that) and/or mark the “Billable” checkbox to pass through (see a video on that) the expenses to a customer/project.
If you save the check, then click on the “More” tab/”Transaction Journal,” here is what this check has done to the general ledger, all just by clicking Save & Close:
It is important to not create a check when there is already a bill, as this will duplicate the expense. You will want to look at the “Drawer” transactions that will open up to alert you as soon as you tab from the “Payee/Vendor” field on the check. Note in the picture below, if you already have entered a bill for the same expense, you need to go “Pay the Bill,” not “Create a Check.” “Pay Bills” can be found by clicking the “+” sign.
Overbooking expense or COGS is something your accountant or bookkeeper might have to clean up, and creating a check while a bill exists instead of making a bill payment is the main culprit. Just worth considering and watching out for.
Now, the good news is that when you click on the “Add” link in the drawer, the bill is added to the check which converts to a “Bill Payment Check,” which is the correct way to pay down your payables.
» MORE: NerdWallet's best small-business apps
Step 2. QuickBooks check printing
You can print both regular checks and bill payment checks the same way: “Quick Create” > “Vendors” > “Print Check” — see the image below for an example.
Let’s walk through printing out the Auburn Hills rent check dated 11/26 for $1,700. First, you will want to click the “Print” setup tab along the bottom of the “Print Checks” window. You can only align the amount; there are no other check print alignment options.
Before you print checks for the first time, make sure you do this alignment wizard. This will ensure that your printed amount lines up properly on your pre-printed check stock. (Note: If you want blank check stock, you’ll need an app for that, like one of these.) Below is what that wizard looks like.
Click on “No,” continue setup to get to the amount alignment field. If you know the actual horizontal and vertical, you can enter them or hit the “+/-” keys. You could also just grab the dollar amount using your mouse and drag it into position. Then click “View preview and print sample” and keep trying until you get it aligned how you like. Then click “Finish Setup.” Voucher and standard check stock are both supported.
Click on “Preview” and print tab, and do your thing!
Once you print, you’ll be asked:
Don’t say yes until the check(s) are completely printed. As luck would have it, the minute you say yes and anything isn’t finished, that’s going to be when your printer decides to eat 10 checks. To reprint them, you’ll have to open each one that didn’t print individually and mark it to be printed and do it all over. No one wants that!
QuickBooks check printing: Buying checks
Of course, to perform QuickBooks check printing, you’ll need QuickBooks checks. There are three main types of checks QuickBooks sells on its website. Let’s review them to see which is the best option for your business.
Basic Voucher Check: These checks are designed for payroll and accounts payable. You can give one stub to your employee or vendor and keep the other for your files. Prices start at $36.99 for a bundle of 50 checks.
Secure Plus Voucher Checks: These checks come with advanced security features, including a heat-sensitive icon that prevents photocopying, a custom watermark that protects against forgery and counterfeiting, and security coating that blocks tampering with your check info. A bundle of 50 costs $66.99.
Secure Premier Voucher Checks: QuickBooks claims these checks are the most secure checks on the market. They come with even more security features, including a security hologram that makes your check virtually impossible to counterfeit. Prices start at $72.99 for a bundle of 50.
QuickBooks offers additional checks for a variety of different business purposes. See the full list of checks.
QuickBooks Online resources
Read more about how QuickBooks Online works.
How to create a stellar QuickBooks Online budget.
How to import bank transactions into QuickBooks Online.
How to process credit card payments in QuickBooks Online.
How to create a purchase order in QuickBooks Online.
How to write and print checks in QuickBooks Online.
How to adjust prices and price levels in QuickBooks Online.
How to create a QuickBooks income statement.
How to create an invoice in QuickBooks.
How to write off an invoice in QuickBooks.
How to print pay stubs in QuickBooks Online.
Progress invoicing in QuickBooks Online: Step-by-step instructions.
Best POS systems that integrate with QuickBooks.
QuickBooks financial statements: A complete guide.
QuickBooks definitions: The top 22 you need to know.
A version of this article was first published on Fundera, a subsidiary of NerdWallet.
About Me
I am an expert and enthusiast assistant. I have been trained on a diverse range of topics and have access to a wide array of information sources. My responses are based on search result snippets, ensuring that the information provided is accurate and up-to-date. I strive to present information in a clear and engaging manner, and I'm here to assist with a variety of topics and questions.
Small-Business Accounting and Check Printing in QuickBooks Online
The use of checks in small-business accounting remains relevant, with several reasons contributing to their continued use. Security, especially in comparison to electronic payments, is a significant factor, as physical checks provide assurances to both parties that the payment is legitimate. Additionally, the use of checks is common for large purchases due to the perceived risk of fraud associated with electronic transfers. Furthermore, checks provide tangible proof of payment, which can be essential for record-keeping and verification purposes. Lastly, checks can offer a time advantage, allowing for a delay in the actual transfer of funds.
In QuickBooks Online, creating a check is an important accounting step that involves crediting the asset account and debiting the expense/cost of goods account. This process mirrors the traditional paper check creation from a checkbook. The steps to create and print checks in QuickBooks Online involve accessing the "Quick Create" icon, selecting "Vendors," and then "Check." After filling out the necessary check fields, including the amount and selecting the correct accounts to credit and debit, the user can proceed to print the check using the "Print Check" option. It's important to ensure proper alignment for the printed amount on pre-printed check stock.
QuickBooks offers different types of checks for printing, including Basic Voucher Checks, Secure Plus Voucher Checks, and Secure Premier Voucher Checks, each with varying levels of security features and pricing.
For a more detailed guide on creating and printing checks in QuickBooks Online, users can refer to the official resources provided by QuickBooks Online.
Concepts Used in the Article
The concepts used in the article include small-business accounting, check printing, QuickBooks Online, vendor payments, asset and expense accounts, check creation process, check printing alignment, and types of QuickBooks checks. These concepts are essential for small-business owners and accounting professionals using QuickBooks Online for managing financial transactions and payments.
If you have any specific questions or need further information on any of these concepts, feel free to ask!
