How to Print Checks in QuickBooks Online: A Step-by-Step Guide

You have checks loaded in the printer and payments ready to go, but the first print doesn't line up quite right. That's a common snag with QuickBooks Online, and the problem usually comes down to print settings rather than the software itself.

After the first-time setup, the actual printing process is fairly short. Record the payment, mark the check for printing, and send it to the printer using compatible pre-printed check stock.

Here's how to print checks in QuickBooks Online, from getting your check stock ready to fixing common alignment problems.

Before You Print: What You'll Need

QuickBooks supports printing on pre-printed check stock. You'll need an account with check-writing enabled and checks formatted for the software.

You can use a standard laser or inkjet printer. You don't need a MICR printer when you're using pre-printed checks because the necessary banking information is already on the check. For printer selection guidance, see What Printer Do You Need to Print QuickBooks Checks? 

Blank check stock works differently. QuickBooks Online doesn't natively support printing checks on blank MICR stock. That setup requires QuickBooks Desktop or third-party software such as MultiCHAX, VersaCheck, or PrintBoss. If your business uses this method, see our blank check paper.

You'll also need the latest version of Adobe Reader set as your browser's default PDF reader. Intuit requires Adobe Reader for proper check alignment.

Keep some plain paper nearby, too. Use it for your first test so you can check the positioning before loading real check stock.

How to Record and Queue a Check for Printing

QuickBooks needs to know which payments you want to print before adding them to the print queue.

Follow these steps:

• Go to All apps > Expenses & Bills > Expense transactions.
• Select Print checks.
• Open the check you want to print.
• Select Print later or Print check. QuickBooks changes the Check no. field to To print.
• Choose your check type. Voucher prints 1 check per page with 2 stubs. Standard prints 3 checks per page without stubs.
• Select Yes, I'm finished with setup once you've chosen the correct format.

QuickBooks positions the payment information based on the format you select. Check that it matches the stock in your printer before moving on.

How to Print Checks From the Print Queue

Once the checks are recorded and marked for printing, you can pull them into the print queue.

• Go to All apps > Expenses & Bills > Expense transactions.
• Open the first check you want to print and select Print check.
• Select the accurate bank account from the dropdown menu.
• Enter the number of the first check loaded in your printer under Starting check number.
• Select the checkbox next to the check you want to print.
• Select Preview and print. Review the preview, then select Print.
• Tell QuickBooks how the print run went. Select Some checks need reprinting if there's a problem or Yes, they all printed correctly if everything printed as expected. Then select Done.

Before printing a batch, compare the starting number in QuickBooks with the number on the first physical check in your printer. The 2 should match so your accounting records stay in sequence.

Setting Up and Aligning Your Printer

For a first-time setup, open Print setup and choose the type of check you're using. Select View preview and print sample, then print the sample on plain paper.

Place the sample over a blank check and hold both sheets up to the light. Check that the printed information falls inside the correct fields.

If it doesn't, select No, continue setup twice. From there, drag the alignment grid or adjust the position manually. Print another sample and compare it with your check stock.

Repeat the process until everything lines up, then select Finish setup.

Next, check the settings in the print window. Set margins to None, scaling to 100%, and paper size to Letter. Incorrect margins or automatic scaling can shift the text out of place.

If the position still isn't right, our guide to How to Align Checks in QuickBooks Online covers additional fixes for persistent problems, including settings that don't save and memo line alignment.

Common Printing Problems and Quick Fixes

The check prints blank or partially blank

Confirm that you're using QuickBooks-formatted check stock and that your printer can handle it. Intuit also points to outdated browser and PDF settings as common causes of blank or incomplete prints.

If those basics check out, work through Intuit's browser troubleshooting steps in Fix QuickBooks Online printing issues on browsers for Windows.

Text shifts out of the boxes.

Check the margins and scaling before changing anything else. Use None for margins and 100% for scaling, then run another test on plain paper.

The sample is still off after alignment.

If you've already used QuickBooks' alignment tool, Intuit recommends adjusting the print scale directly in Adobe Acrobat or through your printer's driver settings. Make a small adjustment, print another sample, and compare it with your check stock.

QuickBooks doesn't save the alignment settings.

QuickBooks Online doesn't always retain alignment settings between sessions. There's no full fix for this limitation. If you've run into the problem before, check the alignment on plain paper before printing your next batch.

Print Checks With Confidence Using Check Depot

The right check stock should work with your QuickBooks setup from the first print run. Check Depot's QuickBooks Checks & Forms are formatted for reliable printing with QuickBooks, so the payment details line up with the fields on the check.

Choose the check format that matches your setup and load it into your laser or inkjet printer. With compatible stock in place, you can spend less time correcting alignment or reprinting checks that didn't come out as expected.

Order QuickBooks-compatible business checks from Check Depot, guaranteed to work with QuickBooks Online and Desktop.