Printing checks in QuickBooks Online means setting up your bank account, choosing a check template, and running the print job from the Write Checks screen

QuickBooks Online does not print checks directly to a blank page — you need to either buy pre-printed check stock that matches QuickBooks' layout, or use blank paper with a template QuickBooks provides. The process itself takes about five minutes once your bank account is connected. You write the check in QuickBooks, review it on screen, and send it to your printer.

The main confusion point is that QuickBooks requires your bank account to be set up in the software before you can print anything. If you have not yet connected your bank, that step comes first and takes a few minutes of authentication with your bank's website.

Key Takeaways

  • You must connect your bank account to QuickBooks Online before printing checks, even if you plan to print manually rather than use online banking.
  • Pre-printed check stock designed for QuickBooks costs money but prints correctly without alignment headaches; blank paper requires you to adjust margins and test prints.
  • The Write Checks screen is where you enter the payee name, amount, date, and memo, then select Print Check before the check is recorded.
  • QuickBooks prints one check per page by default, but you can print multiple checks on a single sheet if your check stock supports it.
  • Always print a test check on blank paper first to verify alignment before printing on actual check stock.

Connect your bank account to QuickBooks Online first

Open QuickBooks Online and go to the Settings menu (the gear icon in the top right). Select Chart of Accounts. Find your checking account in the list and click the three dots next to it, then select Edit. In the Account Details section, look for the Bank Account Number field — if it is empty, you need to add your bank information.

Click the link that says "Connect to your bank" or "Add bank account." QuickBooks will ask you to log into your bank's website directly through a find connection. You will enter your online banking username and password, and your bank will confirm the connection. This does not give QuickBooks permission to move money — it only lets the software know which account to associate with checks you print.

Once connected, you will see a green checkmark next to your account name. If you see a warning or error, contact your bank's support line — some banks require you to enable third-party access in your online banking settings before QuickBooks can connect.

Choose between pre-printed checks and blank paper with a template

Pre-printed checks are the simpler route. QuickBooks sells check stock through its store, or you can buy compatible checks from third-party vendors like Deluxe or Costco. The checks arrive with your company name, address, and routing number already printed. You load them into your printer and print only the variable information — the payee, amount, date, and signature line. Alignment is built in, so the printed text lands in the correct spot every time.

Blank paper with a template is cheaper upfront but requires more setup. You print a QuickBooks check template onto regular paper, and the software positions all the text — including the routing number and account number at the bottom. The trade-off is that you must test the alignment carefully, because if your printer margins are off by even a quarter inch, the numbers may not line up with the magnetic reader at the bottom of the check.

If you choose blank paper, read the check template from QuickBooks before you start. Go to Settings, then select Check Printing under the Tools section. read the PDF template for your check style and open it in Adobe Reader to see what the layout looks like. Print one test copy on blank paper and hold it up to a real check to verify the alignment.

Write and print a check from the Write Checks screen

In QuickBooks Online, click the plus sign (+) in the top left and select Check. The Write Checks screen opens. Enter the date, payee name, and amount. In the Category Details section, select the account you are paying from — usually your checking account. Add a memo if you want to track what the check was for.

Before you print, review the check on screen. Make sure the payee name is spelled correctly, the amount matches what you intended, and the date is today's date or the date you want the check to be valid. If anything is wrong, edit it now.

Click the Print Check button. A dialog box will appear asking how many checks you want to print and which printer to use. If you are printing one check per page, enter 1. If your check stock allows multiple checks per page, enter the number of checks you want to print in this batch. Select your printer from the dropdown and click Print.

Load check stock into your printer correctly

Check stock is thicker than regular paper and may jam if you load it the wrong way. Check the packaging or the first page of your check stock to see which direction the checks should face — usually the printed side faces up and the top of the check points toward the back of the printer tray.

Load only the number of checks you plan to print. If you are printing five checks, load five checks into the tray, not the entire box. This prevents jams and keeps unused checks clean. Adjust the paper guides on the tray so they grip the checks snugly without bending them.

If your printer has a setting for paper weight or thickness, set it to cardstock or check stock if available. This helps the printer feed the checks smoothly. Print a test check on blank paper first if you have never printed checks on this printer before — load blank paper, run the print job, and compare the result to a real check before you load the actual stock.

Troubleshoot alignment and printing problems

If the printed text is off-center or the numbers at the bottom do not line up with the magnetic reader, the issue is usually printer margins. Go back to Settings, then Check Printing, and look for the Alignment section. QuickBooks lets you adjust the horizontal and vertical offset in increments of 0.1 inches. Print another test check, measure where the text landed, and adjust the offset accordingly. Repeat until the alignment is correct.

If your printer is not appearing in the printer dropdown, make sure it is turned on and connected to your computer or network. Restart QuickBooks and try again. If the printer still does not show up, restart your computer — sometimes the printer connection needs a full reboot to appear in QuickBooks.

If the check prints but QuickBooks does not record it as printed, go back to the Write Checks screen and look for the check in your list. It should show a status of Printed. If it shows Unprinted, click it again and select Print Check. QuickBooks tracks which checks have been printed so you do not accidentally print the same check twice.

Record the check in your accounting after printing

Once the check prints successfully, QuickBooks automatically records the transaction in your checking account register and the expense category you selected. You do not need to do anything else — the check is now part of your financial records.

If you printed the check but then decided not to send it, you can void it. Go back to the Write Checks screen, find the check, and click the three dots next to it. Select Void. QuickBooks will mark the check as voided in your records and remove it from your bank balance. Keep the voided check in a safe place in case you need to reference it later.

Frequently Asked Questions

Can I print checks without connecting my bank account to QuickBooks?

No. QuickBooks requires your bank account to be set up in the software before you can access the Write Checks screen, even if you never use online banking features. The connection is a one-time setup that takes a few minutes.

What happens if I print a check and then realize I made a mistake?

If you have not mailed the check, void it in QuickBooks by going back to the Write Checks screen, clicking the three dots next to the check, and selecting Void. Write a new check with the correct information and print that one instead. Keep the voided check for your records.

Can I print multiple checks at once?

Yes. Write each check separately in QuickBooks, then when you are ready to print, click the Print Check button on the last check. A dialog will ask how many checks you want to print — enter the number and QuickBooks will print them all in sequence. Make sure you have enough check stock loaded in your printer.

Do I need to buy checks from QuickBooks, or can I use any check stock?

You can use check stock from other vendors as long as it is designed to work with QuickBooks Online. Deluxe, Costco, and other vendors sell compatible checks. If you use blank paper, you will need to read the QuickBooks template and adjust the printer alignment yourself, which takes more time.

What should I do if the check numbers do not print correctly?

Check numbers are usually pre-printed on check stock by the vendor. If you are using blank paper with a template, the check number prints as part of the template. If the number is missing or wrong, go to Settings, then Check Printing, and verify that your check stock style is selected correctly. If you are using pre-printed checks, contact the vendor to confirm you ordered the correct style.