Print checks from QuickBooks Online without leaving the program

You can print checks directly in QuickBooks Online using the built-in check printing feature. The process takes a few minutes once you have your bank account connected and your check stock ready. QuickBooks formats the check with your company information, payee details, and the amount you've entered — you just load the blank checks into your printer and print.

The most common mistake is trying to print before your bank account is properly set up in QuickBooks. Your bank connection tells QuickBooks which account the check is drawn from, so that step has to come first. Once that's done, printing a single check or a batch of checks follows the same basic path.

Key Takeaways

  • Your bank account must be connected to QuickBooks Online before you can print checks, even if you're printing to blank stock instead of ordering pre-printed checks.
  • You need blank check stock that matches your printer type — laser or inkjet — and QuickBooks will print your company name, routing number, and account number on the check.
  • The check printing workflow starts from the Check Register or from a bill you've marked as ready to pay, and you can print one check or multiple checks at once.
  • QuickBooks stores check numbers automatically, so your next check will number sequentially and you won't accidentally reuse a number.
  • If your printer jams or a check prints incorrectly, you can void it in QuickBooks and print a replacement without creating duplicate payments.

Set up your bank account before printing your first check

Open QuickBooks Online and go to the Chart of Accounts page. Find the bank account you want to print checks from — it should already exist in your account list. Click on the account name to open it, then look for a Bank Feeds or Connected label. If you see "Not connected," click that button to start the connection process.

QuickBooks will ask you to log into your bank's website. Enter your online banking username and password, and authorize QuickBooks to access your account. This connection lets QuickBooks pull in your transactions and verify that checks you print actually clear. Once the connection is complete, you'll see a green checkmark or "Connected" status next to your account name.

If your bank isn't in QuickBooks's list of supported banks, you can still print checks — you just won't have automatic transaction downloads. The check printing itself works the same way. Contact your bank's customer service to ask if they support QuickBooks connections; many regional and credit union banks require a different setup process.

Get the right blank check stock for your printer

Blank check stock comes in two main types: laser and inkjet. Check which type of printer you have before you order. Laser checks are heavier stock and work in laser printers. Inkjet checks are lighter and designed for inkjet printers. Using the wrong type can jam your printer or produce checks that won't scan at your bank.

You can order blank checks from QuickBooks directly — go to Settings, then Print Checks, and look for the "Order Checks" link. QuickBooks partners with check printing companies and will show you options with your company information pre-filled. You can also order from other vendors like Deluxe or local office supply stores, as long as the checks are formatted for QuickBooks Online.

If you're ordering from outside QuickBooks, make sure the check stock is labeled as compatible with QuickBooks Online. The checks need to have the right spacing for your company name, routing number, and account number to print in the correct spots. When your blank checks arrive, load a few into your printer and do a test print before you print actual payment checks.

Print a single check from the Check Register

Go to + New at the top left of QuickBooks Online and select Check. Fill in the payee name, the date, and the amount. Under "Payment method," make sure Check is selected. In the "Account" field, choose the bank account the check is drawn from — this must be the account you connected earlier.

Add the details of what you're paying for in the line items section. You can add a memo or description so you remember why you wrote the check. Once everything is filled in, click Save and Close. The check is now saved in QuickBooks but not yet printed.

To print the check, go to + New again, select Check, and look for the check you just created in your recent list. Or navigate to Expenses and find the check in your transaction list. Click on the check to open it, then look for a Print button or a three-dot menu with a print option. Click Print Check, and QuickBooks will open a print dialog. Load your blank check stock into the printer, select the right printer from the dialog, and click Print.

Print multiple checks at once

If you have several bills ready to pay, you can print all of them as checks in one batch. Go to Expenses and find the bills you want to pay. Look for bills marked as "Open" — these are the ones ready to convert to checks. You can also go to Check Register for your bank account and look for checks you've created but not yet printed.

Select the checks you want to print by clicking the checkbox next to each one. Once you've selected all the checks, look for a Print button or option that appears when items are selected. Click it, and QuickBooks will show you a preview of all the checks in order. Review the preview to make sure the amounts and payees are correct.

When you're ready, click Print in the preview window. Load enough blank checks into your printer for the number of checks you're printing. QuickBooks will print them in sequence, and each check will be numbered automatically. If a check jams or prints incorrectly, you can void it and print a replacement without creating a duplicate payment.

Handle misprints and void checks you don't need

If a check prints with a smudge, jam, or error, don't just throw it away. Go back to the check in QuickBooks and click the three-dot menu, then select Void. This tells QuickBooks that the check number is no longer valid and shouldn't be used. The check stays in your records marked as voided, so you have a complete history of all check numbers.

After you void a check, create a new check for the same payee and amount. QuickBooks will automatically assign the next sequential check number. Print the replacement check and use that one instead. This process prevents you from accidentally using the same check number twice, which can cause problems when your bank reconciles the account.

If you realize you printed a check by mistake before you mailed it, void it immediately in QuickBooks. The voided check won't affect your bank balance because it was never deposited. If you've already mailed the check and the payee hasn't cashed it, contact them and ask them to destroy it, then void it in QuickBooks.

Reconcile printed checks with your bank statement

Once you've printed and mailed your checks, they'll start appearing on your bank statement as they clear. Go to Reconcile in QuickBooks and select the bank account you printed checks from. QuickBooks will show you a list of checks you've printed and a list of transactions from your bank.

Match each printed check to the corresponding transaction on your bank statement. Click the checkbox next to each check in QuickBooks when you see it on the statement. This tells QuickBooks that the check has cleared and the payment is complete. Once all checks are matched, your account balance should match your bank statement balance.

If a check doesn't appear on your statement after two weeks, contact your bank to ask if it's been processed. If a check appears on the statement but you don't see it in QuickBooks, search for it by check number or payee name — it may have been created under a slightly different name. Reconciling regularly keeps your QuickBooks records in sync with your actual bank account.

Frequently Asked Questions

Can I print checks if I don't have a connected bank account?

Yes, you can still print checks without a bank connection, but QuickBooks won't automatically pull in your transactions or verify that checks have cleared. The check printing itself works the same way. You'll need to manually track which checks have cleared by reviewing your bank statement and updating QuickBooks yourself.

What happens if I run out of check numbers?

QuickBooks will keep numbering checks sequentially no matter how many you print. If you reach check number 9999 and need to continue, you can go to Settings and Chart of Accounts, find your bank account, and manually reset the next check number to start a new sequence. This is rare and usually only happens in very large organizations.

Can I print checks on regular paper instead of blank check stock?

Technically you can print on regular paper, but banks won't accept it as a valid check. Checks must be printed on official check stock with the correct formatting, security features, and MICR line (the numbers at the bottom). Regular paper checks will be rejected when the payee tries to deposit them.

Do I have to print checks immediately after creating them?

No, you can create checks in QuickBooks and print them later. The checks stay in your account until you print them. This is useful if you want to create multiple checks at once and print them in a batch the next day. Just make sure you print them before you forget about them, or you might accidentally create a duplicate check for the same payee.

What if my printer doesn't support check printing?

Most standard laser and inkjet printers can print checks as long as you use the right blank check stock. If your printer is very old or specialized, it may not handle check stock properly. Test with a single blank check first before printing a batch. If it doesn't work, you can order pre-printed checks from QuickBooks or another vendor instead of printing them yourself.