how to print payroll checks in QuickBooks Online with this step-by-step guide
Learn how to print payroll checks in QuickBooks Online with this step-by-step guide. Set up check printing, avoid common errors, and print payroll checks accurately.
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Introduction: Can You Print Payroll Checks from QuickBooks Online?
Yes, you can print payroll checks directly from QuickBooks Online Payroll. While many businesses use direct deposit, printing physical payroll checks remains a common and necessary practice for many employers. QuickBooks Online makes this process straightforward, though there are some important setup steps to complete before your first print run.
Before you begin, ensure you have an active QuickBooks Online Payroll subscription, as this is required to access payroll features. You'll also need QuickBooks-compatible check stock, as standard printer paper will not work for official payroll checks.
For expert assistance with QuickBooks Online payroll check printing, call +1-888-394-9046.
Setting Up Your Printing Preferences
Before printing any payroll checks, you must configure your printing preferences. This setup ensures that your checks align correctly on the check stock and include all necessary information.
Steps to set up printing preferences:
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Go to Settings (⚙️) in the upper right corner
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Select Payroll settings
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Select how you'd like to print:
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Select Align my printer to set up the alignment for your checks
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Click Save
You can also access printing preferences at the end of creating payroll by looking for Change print settings on the payroll completion screen.
Step-by-Step Guide to Printing Payroll Checks
Step 1: Run Payroll First
You must process and submit your payroll before you can print checks. Navigate to Payroll > Employees > Run Payroll to process payroll for your selected pay period. After entering employee hours and reviewing all details, click Submit payroll.
Step 2: Access the Paycheck List
Once payroll is submitted, you can access the checks ready for printing. The QuickBooks Team advises following these steps:
Step 3: Print the Paychecks
For each check you need to print:
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A preview of the paycheck or pay stub will open in a new window
If a check prints incorrectly, QBO will guide you on how to void or reprint it. Remember that you or an authorized signatory must manually sign printed checks.
Best Practices and Pro Tips
Pre-Printing Checklist
Before hitting print, confirm you have:
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A QuickBooks Online Payroll subscription
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A completed and submitted pay run
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QuickBooks-compatible check stock loaded in your printer
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A working printer with sufficient ink/toner
Test Print and Alignment
Always perform a test print before printing live checks. Use the alignment option in your printing preferences to print a sample on plain paper, then hold it over a blank check to verify all fields align correctly. This saves expensive check stock from being wasted on misprints.
Printing Contractors' Checks
You can print payroll checks for contractors in the same way as employees. Set up contractor profiles like employee profiles, and follow the same printing steps.
Reprinting Checks
To reprint a check after payroll has been finalized, go to Payroll > Employees > Paycheck list, locate the check, and select Print in the Action column.
Frequently Asked Questions
Final Conclusion
Printing payroll checks in QuickBooks Online is a straightforward process once your printing preferences are configured correctly. Start by setting up your printer alignment and check stock preferences in Payroll settings. After running payroll, access the Paycheck list from the Employees tab, select the check you want to print, and click Print in the Action column. Always perform a test print to ensure proper alignment before printing live checks, and remember that any printed checks must be manually signed before distribution. For assistance with QuickBooks Online payroll check printing, call +1-888-394-9046.
