How to Print Checks in QuickBooks Online

Printing checks directly from QuickBooks Online is a smart move for maintaining professional, accurate, and secure financial records. Instead of handwriting checks and creating a separate entry for your books, the print check feature streamlines the entire process, linking the payment directly to the expense. We’ll walk you through the setup, the step-by-step printing process for single and multiple checks, and how to troubleshoot common issues.

Before You Begin: Essential Supplies and Setup

Before you print your first check, a little preparation ensures everything goes smoothly. You’ll need three things ready: the right check stock, a reliable printer, and an active QuickBooks Online subscription.

1. Choose the Right Check Stock

You can't use just any paper. For security and compatibility, you need pre-printed check stock designed to work with QuickBooks. There are three main types, and the one you choose depends on your needs:

• Voucher Checks: This is the most popular style for businesses. Each 8.5" x 11" sheet has one check on the top or in the middle, with two detachable stubs below. These stubs are perfect for record-keeping, as they detail the invoice numbers and amounts covered by the check—one for your records and one for the vendor.
• Standard Checks: These sheets contain three business-sized checks per page, with small stubs to the left of each check for basic record-keeping. They are more economical if you don't need detailed payment stubs for every transaction.
• Wallet Checks: These function like personal checks, with three checks per page in a smaller format. They're less common for business use but can be an option for companies that need a more portable checkbook-style format.

Crucial Tip: Always order checks that are specified as "QuickBooks Compatible." This guarantees the fields (payee, amount, date) will align correctly with the software's printing template, saving you a major headache. You can order them directly from Intuit or various third-party office supply companies.

2. Prepare Your Printer

You don't need a special printer; any standard inkjet or laser printer will work. However, make sure it has enough black ink or toner before you start. A check with faded or incomplete text looks unprofessional and could be rejected by a bank. Load the check stock into your printer's paper tray according to its instructions—some printers require you to load paper face-up, while others require face-down.

One-Time Setup: Aligning Your Checks

The very first time you print, you must teach QuickBooks how your printer is aligned. This one-time setup ensures the dollar amounts and payee names land in the right boxes. It's the most important step in the entire process, so take your time here.

1. Navigate to the Print Checks feature by clicking the + New button in the top left corner. Under the Vendors column, select Print Checks.
2. At the bottom of the Print Checks page, click Print setup.
3. First, select the type of checks you're using: Voucher or Standard/Wallet style.
4. Now, load plain paper into your printer. The next step is to print a sample alignment sheet. Click View preview and print sample. In the pop-up print dialog, select your printer and click Print.
5. Retrieve the printed sample page from your printer. Now, take one of your actual, pre-printed checks and hold the sample page over it. Hold them up to a light source so you can see through both sheets.
6. Compare the alignment. On the sample printout, find the number in the grid that prints exactly inside the box labeled "Amount" on your physical check. Similarly, look at the vertical alignment column and find the number that falls perfectly within the line for the amount.
7. Let's say the number "6" aligns horizontally in the amount box, but the text is printing a little too high. You might find the number "4" in the vertical column aligns perfectly. You have now identified your alignment coordinates.
8. Go back to the QuickBooks Print setup screen. It will ask, "Which number appears in the dollar amount box?" Enter the numbers you identified from the horizontal and vertical grids. Click View preview again to see a digital representation of your changes before saving.
9. Once you're satisfied, click Finish Setup. QuickBooks will remember these settings for all future check printing from this bank account.

How to Print a Single Check Immediately

Use this method when you need to pay a one-off expense, like office supplies or a contractor, and you want to print the check as soon as you create the transaction.

1. Create a New Check: Click the + New button and select Check under Vendors.
2. Fill Out the Check Details:
   • Payee: Select the vendor from the dropdown list. If it’s a new vendor, you can add them on the fly.
   • Bank Account: Ensure the correct account is selected, especially if you have multiple business accounts.
   • Payment date: Defaults to today, but you can change it.
   • Mailing address: This auto-populates from the vendor’s profile and will appear in the window of a standard check envelope.
3. Enter the Amount and Assign an Account: Input the check amount. Below, use the Category details section to assign the payment to the correct expense account (e.g., "Office Supplies," "Professional Fees," "Rent Expense"). Proper categorization is vital for accurate financial reporting.
4. Enter the Check Number: At the top right, there is a field for Check no.. Enter the number that is physically printed on the check stock you are about to use.
5. Save and Print: At the bottom of the window, click the Print check button. This will save the check transaction and immediately open the print preview queue. Follow the on-screen instructions to confirm your starting check number and print.

How to Print Checks in a Batch

Batch printing is the most efficient method when paying multiple vendor bills or running payroll for several employees. The process involves creating the checks first and adding them to a print queue to be printed all at once.

1. Create Checks and Add Them to the Print Queue: When you enter a new bill payment (via Pay Bills) or create an individual check transaction, instead of filling out the Check no. field, simply check the box that says Print later. This action saves the transaction and adds it to your check printing queue without assigning a specific number. Do this for all the bills you intend to pay in this batch.
2. Open the Print Queue: When you're ready to print, navigate back to where you started: click + New and select Print Checks.
3. Prepare for Printing: On the Print Checks screen, you’ll see a list of all checks waiting to be printed.
   • First, select the correct Bank Account at the top. The list will filter to show only checks drawn from that account.
   • Next, locate the Starting check no. field. This is the single most important field on this screen. Look at the physical check stock you have loaded in your printer and type the number of the top-most check. For instance, if your checks are stacked starting with number 1432, you enter "1432" here.
4. Select Checks to Print: By default, all checks in the queue are selected. If you only want to print some of them, uncheck the box at the very top of the list and then individually select the ones you want to print.
5. Preview and Print: Once your list is ready, click the Preview and print button at the bottom. A window will appear showing a preview of how the checks will look. Double-check that names and amounts are correct. If everything looks good, click the Print button, choose your printer from the system dialog, and press Print.
6. Confirm a Successful Print Job: After the job is sent to the printer, QuickBooks will display a pop-up asking, "Did your check(s) print correctly?"
   • Yes, they all printed correctly: Click this and you're done! The check numbers will be automatically assigned to the transactions in your register.
   • Some checks didn't print correctly: If the first few checks printed fine but the printer jammed midway, select this option. QuickBooks will ask you to select which checks printed correctly. It will keep the incorrectly printed ones in the queue for you to reprint.
   • No, I need to reprint all checks: Choose this if nothing came out, the alignment was terrible, or the printer ran out of ink. The checks will remain in the queue, letting you fix the issue and start the batch again.

Troubleshooting Common Check Printing Issues

Even with careful setup, problems can occur. Here’s how to handle the most common ones:

Checks are Misaligned

If parts of your check are printing outside the lines, your alignment has drifted. Go back to Print setup and reprint the sample alignment grid. A tiny adjustment often makes a big difference. Remember to run the setup on a plain piece of paper—never waste a pre-printed check on alignment!

You Used the Wrong Starting Check Number

If you entered "2001" as a starting number but loaded checks beginning with "3001," you have a mismatch. Don't panic. The check transactions in QuickBooks are now recorded with the wrong numbers. You need to open each printed check transaction individually in your chart of accounts register, correct the check number to match the physical copy, and save.

A Check Jammed in the Printer

First, carefully remove the jam. Then, in the post-printing confirmation window in QuickBooks, select "Some checks didn't print correctly." De-select the checks that printed fine and leave only the crumpled/unprinted ones checked. Reload your check stock (being mindful of the new starting number) and reprint just the failed checks.

You Try to Reprint a Check and Can't Find It

Once a check is assigned a number and marked as printed, it leaves the print queue. To reprint it, you must first find the original transaction in your bank register. Open the transaction, clear the check number, check the "Print Later" box again, and save it. This will send it back to the print queue.

Final Thoughts

Printing checks from QuickBooks Online is a simple skill that solidifies your bookkeeping process, ensuring every dollar dispensed has a corresponding, categorized transaction in your register. Mastering the one-time alignment setup and the print queue workflow gives you precise control over your payables process.

Great financial practices, like properly tracking check payments, are foundational. When more complex accounting questions arise—like verifying the tax deductibility of a specific contractor payment—it's vital to have a reliable source. Our AI tax research assistant, Feather AI, provides immediate, citation-backed answers directly from authoritative sources, including IRS code and state tax guidance, to help you make compliant and confident financial decisions.