How to Print Checks in QuickBooks Online

Printing checks in QuickBooks Online is easier than you may think! Find out why you should be writing and printing your checks on QuickBooks and step-by-step instructions below.

Requirements to Print Checks in QuickBooks Online

Before you get started, it’s important that you meet all of the requirements of printing a check in QuickBooks Online. They are:

  • Google Chrome or Firefox Browser
  • Adobe PDF Reader
  • An active QuickBooks Online Account

Why Should I Write and Print Checks in QuickBooks?

As a general rule to follow, business owners should write and print checks in QuickBooks when payment is due immediately. This will help avoid any mistakes in your QuickBooks file.

There are a couple of advantages to creating and printing checks in QuickBooks Online (compared to manually writing your checks). One of the biggest benefits is that this will help save you time. Writing and printing checks in QuickBooks will skip the step of manually entering the check later into the system. This is especially helpful when it is time to reconcile your checking account with the bank statement. Another advantage is that your QuickBooks file is always up-to-date with the most recent expenses you have paid. While this may seem small, life as a business owner often means wearing many different hats. It could be days that go by before you have time to update your QuickBooks file with your written checks.

Printing Checks in QuickBooks Online

To print a check in QuickBooks Online:

  • The first thing you need to do is navigate to the left-hand side of your screen and click on the ‘Expenses’ option in the drop down navigation.
  • From there, you will click on the button that reads ‘Print Checks’ on the right hand side of your screen.
  • You can also reach this screen by clicking the ‘+’ sign on the top right of your screen, and then choosing the ‘Print Checks’ option that is found under the Vendors section.

Printing Checks in QuickBooks Online for the First Time

If this is your first time printing a check in QuickBooks, you are going to need to align your paper to make sure that everything comes out correctly. To do this:

  • Select the type of check that you want to print (either Standard or Voucher Style). You will be printing a sample to ensure everything prints properly.
  • Next, you will need to load blank paper into your printer for the test run. Once the paper is loaded, click view preview and print sample.
  • QuickBooks will show you a screen that includes a sample page of the content that will print on your checks.
  • If you are okay with the preview, click ‘Print’ at the bottom of the screen.
  • Once your sample has printed, take it and hold it up in front of a light. Place a blank check on top of it to see if the numbers on your sample align with the amount boxes on your checks.

What To Do if Your Sample Check Does Not Print Out Correctly in QuickBooks

It’s important to note that if the numbers do not align with the boxes, it’s okay! Many printers do not align perfectly on the first try. To fix this issue:

  • Go back to the ‘Print Checks’ setup module.
  • At the bottom of the screen you will see “Are the fields lined up properly?” Choose the option that reads “No, continue setup.”
  • You may need to update your Adobe PDF Reader. This is free, and QuickBooks will give you a link to click the latest version.

If you Adobe PDF Reader isn’t the issue, you’re going to need to fine-tune your printing. To do this:

  • Drag and drop the amount grid to match the spot where the misaligned numbers are printing on your sample checks. Be sure that you are placing the grid where the amount is appearing on your sample, and not where you want them to appear.
  • Print out another sample and see if the issue has been corrected.

No matter what version of QuickBooks Online you have, following these simple and easy steps to printing checks can help keep your file up to date and save you time in the long run.