Printing checks directly from QuickBooks Online (QBO) offers a convenient way to manage business payments. Whether paying bills, vendors, suppliers, or even employees, QBO’s check printing feature eliminates the need for handwritten checks and streamlines your financial operations. This guide will walk you through the simple process of printing standard or voucher checks from your QuickBooks Online account. We’ll cover everything from the initial printer setup to successfully completing your print jobs.
How to Set Up Your Printer and Checks?
Before you can start printing flawless checks from QuickBooks Online, there’s a quick one-time setup process to ensure your checks are designed to work with QuickBooks. You can order compatible checks from Intuit or use your own if they’re formatted correctly. Make sure you have the latest version of Adobe Reader installed, as it’s essential for printing checks. You can download it for free from Adobe’s website.
- In your QuickBooks Online dashboard, locate the gear icon (⚙️) in the upper right corner and select “Settings.”
- Look for the “Print Checks” option within your Settings menu. Click on it to begin the setup process.
- Load blank paper for test prints.
- Go to + New -> Print checks -> Print setup.
- Choose your check type (standard or voucher).
- Click View Preview and print sample and follow the prompts.
- Compare the sample print to a blank check to ensure alignment.
- If alignment is incorrect, install the latest Adobe Acrobat Reader:
- In QuickBooks, follow the links in + New -> Print checks -> Print setup -> No, continue setup.
- Set Adobe Reader as your browser’s default PDF viewer using the provided instructions.
- Print another sample check and check alignment.
- If the alignment is still off, adjust it manually.
- Go to + New -> Print checks -> Print setup -> No, continue setup (twice).
- Print more sample checks and adjust until perfect.
- Click Finish Setup when it’s correct.
How to Print Your Checks?
Once your setup is complete, you’re ready to print checks in QuickBooks Online whenever needed. Here’s the process:
- Click the “+” (New) button and select “Print Checks.“
- Insert your compatible check stock into your printer according to the printer’s instructions.
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Select Options:
- Account: Choose the checking account from which you want to issue the check.
- Starting Check Number: Enter the number of the first check loaded in your printer.
- Select Checks: Choose the specific checks you want to print from your queue.
- Before printing on your actual check stock, click the “Preview and Print” button and do a test print on plain paper. This allows you to verify alignment.
- If the test print looks correct, click “Print” to finalize the process.
Troubleshooting & Tips
While printing checks in QuickBooks Online is generally a smooth process, you might occasionally encounter minor hiccups. Here are some common issues and their solutions:
1. Alignment Problems
- If your checks are misaligned after printing, return to the “Print Checks” settings and make minor adjustments to the alignment.
- Consider doing another test print on plain paper before printing a new check.
2. Print Queue Errors
- If you have trouble accessing the print queue or experience errors, try refreshing your browser or clearing your cache and cookies.
- Check for any recent updates to QuickBooks Online that might need to be installed.
Tips: Double-check all check details (payee, amount, date) before printing. Always use a test print to prevent wasting expensive check stock.
How to Customize Check Appearance?
While QuickBooks Online offers standard check layouts, you have options to personalize your checks and enhance professionalism. Here’s how:
How to Add Your Logo?
- Navigate to your QuickBooks Online Settings.
- Locate the “Company Settings” or “Account and Settings” section.
- Look for the “Branding” or “Customization” area, where you can upload your company logo to include on printed checks.
Note: Consider adding a payment memo line for clarity about the invoice or reason for payment. Include invoice number references to aid in both your and the payee’s record keeping.
How to Choose Check Styles?
- Standard Checks: A simple, traditional check format.
- Voucher Checks: Include additional remittance space for payment details or other notes.
Conclusion
Printing checks directly within QuickBooks Online offers a seamless and efficient way to manage your payments. By following the steps outlined in this guide, you can streamline your financial workflow, save time, and give your checks a professional touch. Remember, always review your checks carefully before printing and utilize the test print feature to ensure accuracy and avoid costly mistakes.