How to Print Checks in QuickBooks Online & Desktop?

How to Print Checks in QuickBooks

QuickBooks allows its users to write and print checks for customers or vendors. Those who are newbies may not know how to print checks in QuickBooks Online and QuickBooks Desktop. Hence, in this guide, we will show you the whole procedure.

Along with this, the guide demonstrates how you can set up check printing in different ways. Besides that, we will show you how to print different types of checks such as batch printing, print payroll checks, voucher checks, check detail, paper checks, check stubs, check remittances, and checks in reverse order. Let’s know more.

How to Set Up Check Printing in QuickBooks Online?

QuickBooks users can print or reprint checks which they create for the expenses. However, the most important role in this procedure is the printer. Users have to set up a printer for QuickBooks while taking care of check alignment.

Note: Users can use their own checks. However, one has to make sure the checks have a precise format for QuickBooks. Alternatively, you can order QB compatible checks directly from Intuit.

Now, let’s know how to align check printing in QuickBooks Online by using blank paper, installing Adobe Reader, adjusting margins manually, and configuring the printer dialog box.

How to Print a Test Check in QuickBooks?

Testing the check prints is important so that you don’t waste your actual checks. Here, we will use blank paper to test the check alignment.

  • Click on the “+New” button.
new - how to print checks in quickbooks
  • Go to “Print checks”.
Print checks - how to print checks in quickbooks online
  • Click the “Print setup”.
  • Choose the check type; “Standard” or “Voucher”.
Voucher - how to print checks in quickbooks desktop
  • Click on the “View preview and print sample”.
  • Now, hit the “Print” button.
  • Follow the instructions given on your screen.

After printing the sample check, you can place this sample paper under the blank check. This will help you to check the alignment. If lined up, you can start printing the checks.

Install/ Update Adobe Reader

Most users find it difficult to line up the sample print with a blank check. In this scenario, you can use Adobe Acrobat. Below are the following steps for downloading and setting up Adobe Acrobat as the default PDF viewer.

  • Click on the “+New” button.
  • Go to “Print checks”.
  • Click the “Print setup”.
  • Select the “No, continue setup” option.
  • Now, choose the recent version of the Adobe reader link. This will take you to the download page.
  • Once the “Acrobat Reader” is installed, launch “QuickBooks”.
  • Then, click the “How?” link in order to set “Adobe Reader” as the default PDF viewer.
  • In QuickBooks, click on the “View preview and print sample”.
  • Now, hit the “Print” button.
  • Follow the instructions given on your screen.

After implementing these instructions, you can check if your sample check is aligned with the blank check.

Adjust the Margins for Check Alignment

  • Click on the “+New” button.
  • Go to “Print checks”.
  • Click the “Print setup”.
  • Select the “No, continue setup” option.
  • Here, you have to click again “No, continue setup” so that it can open the check in the alignment window.
  • Now, drag the grid to ensure that numbers remain in the same place as they display on the sample print. Although QuickBooks adjust the alignment automatically.

Note: The numbers on the horizontal and vertical fields are changeable and tell the QB where to print the amount on the check.

  • Once you adjust the grid, click on the “View preview and print sample”.
  • Now, hit the “Print” button.
  • Follow the instructions given on your screen.

Thereafter, you can check the alignment with the blank check. If required then keep on dragging the grid in order to adjust the alignment. Once done, click the Finish Setup button. These are the simple steps for how to align check printing in QuickBooks Online.

Configure Printer Dialog Box

In case your sample print is disabled then you need to adjust the scale on the print dialog box. This box appears when you choose the Print option. Also, the print dialog box can be from Adobe Acrobat, browser, or printer’s driver depending on how you have set it up. Thereafter, you can adjust the page size, scale, and other configurations for printing.

Once you learn how to adjust check printing alignment in QuickBooks Online, you can start printing checks in QuickBooks. Let’s find out what type of checks one can print on QuickBooks Desktop and Online.

How to Print Checks in QuickBooks Desktop?

To print the check, one should know how to write checks exactly. Here, we will show you how to write and print single and multiple checks.

If you want to know how to print checks in QuickBooks desktop or QuickBooks Online then you can do the following:

Writing and Printing a Single Check in QuickBooks

  1. Login to your “QuickBooks” account.
  2. Go to the “Banking” menu.
  3. Click on the “Write Checks” option.
  4. If you are writing a new check, you can enter the required details such as:
    • Bank account
    • Ending balance
    • Payee name
    • Check number
    • Check issue date
    • Amount in numbers
    • Payee address
    • Memo (Optional)
    • Print Online or Print Later
    • Enter shipping charges if required
    • Save and Close
  5. Click on the “Print” icon.
  6. Here you will see two options; Check and Batch. Select the “Check” option for printing a single check.
  7. Now, select the printing settings in the “Print Checks” window.
    • Choose the printer type and printer name.
    • Select the check style such as “Standard”, “Voucher”, or “Wallet”.
  8. Then, hit the “Print” button.

Note: After printing your preferences, you need to check the paper in your printer. Also, make sure the pages are aligned properly.

  • Go to the “Banking” menu.
  • Click on the “Write Checks” option.
  • Then, click on the “Print” icon.
  • Select the “Batch” button.
  • Here, you will see a list of all checks that you select to “Print Later”. Selecting this option will take you to the “Select Checks to Print” page.
  • Now, you can check off the check that you wish to print.
  • Hit the “OK” button.

These are the steps for how to print checks in QuickBooks Online or QuickBooks Desktop. Based on the requirement, you can print a single and more than one check in QuickBooks.

How to Print Payroll Checks in QuickBooks Online?

To print payroll checks, users can review the paycheck list or void a payroll check before finalizing the transaction. This can be done from the Employees menu. To know how to print payroll checks in QuickBooks Online, you can pursue these steps:

  • Go to the “Employees” menu.
  • Click on the “Workers” option.
  • Now, select the “Paycheck List” located under the “Run payroll”.
  • Choose the paycheck that you want to print.
  • Modify the “Date range” if required.
  • Hit the “Print” button.

This will open a PDF where you will see the Printer icon. Once you do so, the payroll check starts printing.

How to Print Voucher Checks in QuickBooks Online?

To print voucher checks, users have to select Standard as the check style in the Print Checks option. To learn how to print voucher checks in QuickBooks Online then follow these steps:

  • Click on the “Create” icon.
  • Go to the “Print Checks” button.
  • Then, click on “Print setup”.
  • Here, choose the “Standard” option.
  • Hit the “Yes” button when prompted.
  • Click on the same arrow icon located under the “On first page print” and choose 1 check.
  • Click on the check you wish to print.
  • Go to “Preview” and hit the “Print” button.

These are the steps for how to print check voucher in QuickBooks. All you have to do is choose your check style and start printing checks in QuickBooks Online.

How to Print Check Detail in QuickBooks Online?

Most users prefer to print specific details from the bill transactions in your QuickBooks Online. For this procedure, it is required to run the report so that you can get the details of transactions. Thereafter, you can customize the details and send them for prints.

Here, we will run the Purchases by Vendor Detail Report. It includes Date, Number, Transaction Type, Quantity, Memo/Description, Rate, and more. To know how to print bank info on checks in QuickBooks Online, follow these instructions:

  • Go to “Reports” located on the left menu.
  • Type “Purchases by Vendor Detail” in the search bar.
  • Click on the “Customize” option located in the top right corner.
  • Expand your “Filter” section.
  • Now, mark the “Transaction Type” option.
  • Then, choose the “Bill” option.
  • Here, select the “Date range” for the report.
  • Hit the “Run report” button.

If it is required, you can filter the details as per your requirement. Once you run the report, you can print the details that you need from the transaction.

How to Print Paper Check in QuickBooks Online?

Printing paper check is super easy in QuickBooks Online. To know the procedure, you can follow these steps:

  • Go to the “Employees” menu.
  • Then, click on the “Workers” menu.
  • Now, click on the “Paycheck List” located under the “Run Payroll” option.
  • Choose the paycheck that you want to print. You can even change the date range if required.
  • Hit the “Print” button. This will open a “PDF” then you can click the “Printer” icon.

These are the steps for how to print paper check in QuickBooks Online. All you have to do is go through the paycheck list, pick your paycheck, and send it for print. 

How to Print a Check Stub in QuickBooks Online?

To print pay stubs, you can either use the File menu or open the Paycheck List. To know how to print a check stub in QuickBooks Online in two different ways, you can do the following:

  • Click on the “File” menu.
  • Select the “Print Forms” option.
  • Go to the “Pay Stubs” option.
  • Now, click on the payroll bank account and add the date range. It should include the date of the pay stub that you wish to print.
  • Click on the “Preview” button.
  • Now, go to the “Preferences” option in order to choose the employee and company details.
  • Hit the “Print” button.
  • Open the “Paycheck”.
  • Select the “Print” icon located on the top of the check.
  • Then, click on the “Pay Stub” option.

These are the steps for how to print check stub detail in QuickBooks from the file menu or paycheck list in QuickBooks Online and Desktop.

How to Print Check Remittance in QuickBooks Desktop?

If you want to print remittance advice then firstly you will have to print a report. This will show all the bills and payment checks. Thereafter, you can email or print it to the vendor. Here is how to do that

  • Go to the “Reports” located on the left.
  • In the “Go to report” section, add the transaction list by the vendor.
  • Adjust the “Report period”.
  • Go to the “Customize” button.
  • Click the “Filter” button.
  • Now, make sure that you add “Bill” and “Bill Payment (Check)” for your “Transaction Type”.
  • Then, you can add or remove columns by clicking the “Rows/Column”.
  • Hit the “Run report” button.

Thereafter, you can save the report by clicking the Save customization option. This will help you to access the same settings the next time.

How to Print Checks in Reverse Order in QuickBooks?

Some of the users have this concern “how to print checks in reverse order in QuickBooks”. If you have the same concern then the following steps are for you:

  • Select “Printer setup” from the “File” menu.
  • Select the “Transaction Type” in the “Form Name” dropdown menu.
  • Choose the “Options”.
  • Here, you can select “Back to front” or “Front to back” in the “Page Order” field.
  • Hit the “OK” button to save the settings.
  • Click the “OK” button to close the “Printer setup” window.

This way you can print checks in reverse order. 

Note: You may find Page Order filed in different locations. It is usually available in the Advanced tab after clicking on the Options. For some users, the location may vary.

In a Nutshell

Hopefully, you have learned how to pay bills and print checks in QuickBooks for different purposes. But before printing checks, it is important to set up or configure your printer settings.

Once you learn to set up check printing then you can print payroll checks, voucher checks, check detail, paper checks, check stubs, check remittances, and checks in reverse order. If required then you can print multiple checks in QuickBooks.

In case you are bothered by Quickbooks error 1328, read this guide to find effective solutions.

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