Record and print checks in QuickBooks Online

Here’s how to record and print checks in QuickBooks Online.

1. Record a check

1. Go to + New.

2. Under Vendors, select Check.

3. Choose the Payee.

4. Select the Bank Account the check will come from.

5. Enter the Payment date.

6. Enter the Check no.

   • To print it later, check Print later instead of entering a number manually.

7. In the Category details or Item details section, enter what the check is for:

   • Use Category details for expenses like rent, utilities, supplies, insurance, etc.

   • Use Item details for products/services tied to inventory or sales items.

8. Enter the Amount.

9. Add a Memo if needed.

10. Select Save and close or Save and new.

2. Print checks

1. Go to + New.

2. Under Vendors, select Print checks.

3. Choose the Bank Account.

4. Enter the Starting check number.

5. Select the checks you want to print.

6. Select Preview and print.

7. Follow the on-screen steps to print using your check stock.

8. After printing, select Done.

3. Set up check printing alignment

Before printing real checks, print a sample on plain paper.

1. Go to + New.

2. Select Print checks.

3. Select Print setup.

4. Choose your check type:

   • Standard: 3 checks per page

   • Voucher: 1 check plus 2 stubs

5. Print a sample.

6. Compare it against your check stock.

7. Adjust the alignment if needed.

8. Save the setup once it lines up correctly.

Important tips

Do not use Expense if you need to physically print a check. Use Check instead.

If the check is paying a vendor bill, go to + New > Pay bills instead of creating a check directly. This keeps Accounts Payable accurate.

If you already printed or handwrote the check outside QuickBooks, enter the actual check number and leave Print later unchecked.