How to Print Checks in QuickBooks Online

Printing checks from QuickBooks Online saves time and keeps your records tidy. Before you start, make sure you have blank check paper that matches the check style you plan to use (e.g., voucher or wallet). You’ll also need a printer that can handle the paper size (usually letter or legal). QuickBooks Online works with most standard inkjet or laser printers.

What You’ll Need

A QuickBooks Online subscription with the ability to print checks (all plans include this).
Blank check paper – either pre-printed with your bank details or plain paper with a MICR font (if your bank accepts it).
A printer that supports the check paper size (letter or legal).
Your bank account set up in QuickBooks Online with the correct check number sequence.

Step-by-Step

Open the Check Register – Go to the Banking menu and select “Write Checks” (or “Checks” under Expenses). This opens the check entry screen where you can create a new check or edit an existing one.
Enter or select the check – If you need to print a new check, fill in the payee, date, account, and amount. If you’re printing checks you’ve already recorded, go to the “Expenses” tab, find the check, and click “Print” or “Print later” to mark it.
Select the checks to print – Once you’ve recorded all checks you want to print, click the “Print” button (usually a printer icon). A list of checks marked as “To print” will appear. Check the box next to each check you want to print, or select all.
Choose your check style – In the print preview window, select the check style that matches your paper: “Voucher” (top portion is the check, bottom is a stub), “Standard” (check only), or “Wallet” (smaller check with a stub). If you’re unsure, check the packaging of your blank check paper.
Set the paper size and orientation – Choose the paper size (Letter or Legal) and orientation (Portrait or Landscape) that matches your check paper. Most voucher checks use Letter size in Portrait, while wallet checks often use Letter in Landscape.
Print a test on plain paper – Before using your actual check stock, print a sample on a plain sheet of paper to verify alignment. Hold it up to the light against a blank check to see if the fields line up.
Load the check paper and print – Load the blank checks into your printer’s tray (face up or face down depending on your printer). Then click “Print” again to send the job. After printing, QuickBooks will ask if the checks printed correctly – if yes, it will update the check numbers as “Printed.”

Common Mistakes

Using the wrong check style – If you select “Voucher” but your paper is “Standard,” the check will print in the wrong position.
Forgetting to mark checks as “To print” – If you don’t select them in the print list, they won’t appear.
Printing on the wrong side – Some printers require checks to be loaded face up, others face down. Check your printer’s manual.
Not updating check numbers – If you skip the “Did they print correctly?” prompt, QuickBooks won’t advance the check number, leading to duplicates.
Using low-quality paper – Regular paper may jam or smear ink. Use proper check stock with security features.

Tips

Always keep a spare box of blank checks so you don’t run out mid-payroll.
Set a default check style in Settings > Company Settings > Expenses to save time.
Use the “Print later” option when recording checks to batch them for a single print run.
If you print checks frequently, consider setting up a separate printer tray dedicated to check stock.
Reconcile your check numbers regularly to avoid gaps or duplicates.

Troubleshooting

If your checks don’t print correctly, try these fixes:

Check alignment – Print a test on plain paper and adjust the margins in the print settings (usually under “Custom” or “Alignment”).
Printer not responding – Ensure your printer is online and the correct printer is selected in the print dialog.
Checks printing blank – Check that your printer ink or toner is sufficient, and that you’re using the correct paper type setting (e.g., “Cardstock” or “Heavy Paper”).
Check numbers not advancing – If you accidentally said “No” to the print confirmation, go to the check register, find the check, and manually edit the number.
Checks not appearing in the print list – Make sure the checks are marked as “To print” (the print icon should be visible next to them).

Frequently Asked Questions

Can I print checks from the QuickBooks Online mobile app?

No, printing checks is only available on the web version of QuickBooks Online, not the mobile app.

Do I need special ink for printing checks?

No, but use a printer with reliable ink or toner. Some banks require checks to have magnetic ink (MICR) for processing, but most accept standard printing if your account details are pre-printed.

Can I print a single check without marking it as “To print”?

Yes, you can open the check and click the “Print” button directly, but QuickBooks will still ask you to confirm printing to update the check number.

What if my bank requires a specific check format?

Check with your bank for their requirements. QuickBooks Online supports common formats, but you may need to order custom check stock that matches your bank’s specifications.

How do I print a check that was already recorded as “Printed”?

You can’t reprint a check that’s already marked as printed without creating a new one. If you need to reprint, you can edit the check and change its status to “To print” (if allowed), or void the original and write a new check.

Why does my check print off-center?

This is usually due to incorrect paper size or orientation settings. Re-check the paper size and orientation, and use the alignment tool in the print preview to adjust the margins.

Sources: Intuit QuickBooks Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.