How to Edit a Check in QuickBooks Online

Mistakes happen, but fixing a check in QuickBooks Online requires more than just changing a number. The right way to make a correction depends on several factors, like whether the check has been printed, cashed, or if it falls into a closed accounting period. This guide provides clear, step-by-step instructions for editing checks correctly and explains the implications for your bank reconciliation and financial records.

First, a Word of Caution: What to Check Before You Edit

Before you jump in and start changing fields, take a moment to assess the situation. Answering these three questions will help you choose the right method and avoid creating bigger problems down the line, especially when it comes to your bank reconciliation.

1. Has the check cleared the bank?

This is the most important question. Log into your business bank account and check if the check you need to fix has been cashed by the recipient and processed by the bank. If it has cleared, do not edit the original transaction in QuickBooks Online. Doing so will throw off your bank reconciliation because your books will no longer match the bank's records. For cleared checks, the proper way to make a correction is with a journal entry, which we will cover later.

2. Has the check been printed?

If you've printed a physical check and mailed it, making an edit in QuickBooks Online will not change the paper check that’s already on its way. If the payee or amount is wrong, the best practice is to void the check in your records and issue a completely new one. This ensures your bookkeeping matches the actual payment documents. Editing is only appropriate for minor internal changes, such as reclassifying the expense category, that don't affect the information on the physical check itself.

3. Is the transaction in a closed accounting period?

Most businesses "close the books" monthly or quarterly to finalize financial statements. If you've already closed the period the check belongs to, editing the transaction can alter a previously filed report. Changes in a closed period should typically be handled with an adjusting journal entry dated in the current period to maintain the integrity of historical financial data.

Locating the Check You Need to Fix

Once you’ve determined the status of the check, the next step is to find it in QuickBooks Online. There are a few easy ways to do this.

• Method 1: Use the Search Function. Click the magnifying glass icon in the top right corner of your screen. You can search by the check number, date, amount, or vendor name. This is often the fastest method if you have specific details.
• Method 2: Check the Vendor Profile. If you know who the check was paid to, go to Expenses in the left-hand navigation bar, then select Vendors. Find and click on the vendor’s name to open a list of all their transactions. From there, you can easily find the check in question.
• Method 3: Review the Account Register. To see a running list of all transactions for a specific bank account, go to the Chart of Accounts (under the gear icon or in the Accounting tab). Find the bank account the check was drawn from and click View register. You can then scroll or use the filter options to locate the check.

Editing a Check: Step-by-Step for Different Scenarios

The correct editing process depends entirely on the status of your check. Below are the three most common scenarios CPAs and bookkeepers encounter, along with the proper way to handle each.

Scenario 1: The Check Has NOT Been Printed or Cashed

This is the simplest and most forgiving scenario. Since the payment hasn't left your control and hasn't cleared the bank, you can edit it directly without causing issues.

1. Open the check. Locate the check using one of the methods described above and click on it to open the check detail window.
2. Make your changes. You can freely edit the payee, payment date, check number, and amount. You can also change the expense account it's categorized under or adjust the items in the Item Details section.
3. Review the details. Before saving, double-check that all the information is now correct. Ensure the expense category aligns with your chart of accounts.
4. Save your work. Click Save and Close or Save and New at the bottom of the screen. QuickBooks Online will automatically update the transaction and the corresponding entry in your general ledger.

Scenario 2: The Check Was Printed but NOT Cashed

You’ve mailed the check, but upon review, you realize the amount or payee is wrong. Editing the transaction in QuickBooks won’t fix the physical check. In this situation, the best practice is to void the original check and create a new one.

Why Void and Not Delete? Voiding is the professionally recognized best practice. A voided check keeps a record of the transaction in your books but changes its dollar value to zero. This preserves your check number sequence and provides a clear audit trail. Deleting a check, on the other hand, removes the record entirely, creating a gap in your check numbers that can raise red flags during an audit.

Here’s how to void the check:

1. Contact the vendor. First, contact the recipient to inform them that the check is being voided and should not be cashed. Ask them to destroy the incorrect check upon receipt.
2. Locate and open the check in QuickBooks Online.
3. Void the check. At the bottom of the check screen, click the More button, then select Void from the pop-up menu. You'll be asked to confirm; click Yes.
4. Create a new check. Now, create a brand new check with the correct information (payee, amount, etc.) You can then print and send the new check.

Scenario 3: The Check Has Already Cleared the Bank

This scenario requires careful handling. A check that has cleared is a finalized record from your bank. You cannot edit the original entry, as this will prevent you from reconciling your bank account. Instead, you need to correct your books using journal entries.

Example 1: Fixing an incorrect expense category.

Imagine you wrote a $750 check to a hardware store for building maintenance. It cleared the bank, but you accidentally categorized it as "Office Supplies."

1. Click the + New button in the top left corner and select Journal Entry.
2. Set the date for the journal entry (you can use the original check date or the date you discovered the error).
3. On the first line, select the correct expense account (e.g., "Repairs and Maintenance") and enter $750 in the Debits column. This increases the balance in the correct account.
4. On the second line, select the incorrect expense account ("Office Supplies") and enter $750 in the Credits column. This decreases the balance in the wrong account.
5. Add a memo explaining the correction, such as "To reclassify Check #1234 from Office Supplies to Repairs."
6. Click Save and Close. Your bank balance remains untouched, but your expense reporting is now accurate.

Example 2: Fixing an incorrect amount.

Let's say you recorded a check for $200 but the bank cleared it for $2,000 (a simple typo). The bank record is the source of truth here. Instead of editing the original check, you need an entry to reflect the additional $1,800 that left your account.

1. Create a new Journal Entry.
2. On the first line, select the original expense account (e.g., "Subcontractor Expenses") and enter $1,800 in the Debits column to record the additional expense.
3. On the second line, select your bank account and enter $1,800 in the Credits column to reflect the additional outflow of cash.
4. In the memo, explain that this entry is to "Correct amount of Ck #5678, incorrectly recorded as $200, cleared as $2,000."
5. Save the journal entry. This will align your cash balance in QuickBooks with the bank statement, and you can now reconcile the account.

A Pro's Checklist for Check Management in QBO

Maintaining clean and accurate books goes beyond simply editing transactions. Incorporate these best practices into your workflow to prevent errors and ensure your financials are always audit-ready.

• Review the Audit Log: QuickBooks Online tracks every change made to a transaction. You can view this history by opening a transaction and clicking More > Audit History. This is valuable for understanding why a change was made and by whom.
• Reconcile Accounts Monthly: Consistently reconciling your bank and credit card accounts is the single best way to catch errors, like incorrect amounts or duplicate entries, before they become bigger problems.
• Establish a Cut-Off Date: Use the Close the Books feature in Account and Settings. This password-protects prior accounting periods, preventing accidental edits to finalized reports.
• Void, Don't Delete: Reiterate this rule for yourself and your team. Deleting transactions erases the financial story. Voiding tells the full story by preserving the original record while neutralizing its financial entry.

Final Thoughts

Editing a check in QuickBooks Online is a straightforward task, but doing it correctly is a matter of process. By first identifying whether a check has cleared the bank or is in a closed period, you can choose the right method—a direct edit, a void and reissue, or a journal entry—to keep your financial statements accurate and your audit trail clean.

When a simple check correction uncovers a more complex issue about expense classifications or the timing of deductions, the time spent on research can quickly accumulate. We built Feather AI to give accounting professionals a faster way to find definitive answers. You can ask complex tax questions and get citation-backed guidance in seconds, allowing you to resolve issues with confidence and stay focused on a clean set of books.