How to Enter Checks in QuickBooks Online, and When to Use Checks Instead of Enter Expenses

In this quick video, I show you how to enter a check in QuickBooks Online (we used Advanced, but it will work for all QuickBooks Online editions). You’ll also learn when you would want to use the Write Checks function instead of the Enter Expenses function. While you can enter checks using the Expenses screen, I don’t typically recommend it for a few reasons. If those reasons aren’t important to your business, then using the Expenses screen is sufficient.

Keep in mind, if you are accrual basis or need to track bills for other reasons, we recommend entering a bill first, then paying the bill through the Pay Bills screen.

Major points below:

• You need to keep a Check Disbursement report, or any check-based report for your check runs/voucher checks.

• You need to print on check stock.

Setting Up Your Printer for Check Stock

If you’re printing physical checks for the first time in QuickBooks Online, you’ll want to take a moment to set up your printer correctly before your first check run. To do this, click New in the upper left corner, then choose Print Checks. From there, click Print Setup to start the setup process.

You’ll have the option to choose between Standard Checks or Voucher Checks. Most of my clients use voucher-style checks, which provide a detailed pay stub section. (You can order checks directly from QuickBooks, but if you order through us, we can help you get a discount!)

Before printing, load a few blank sheets of paper into your printer and select Preview and Print Sample. This will let you print a sample alignment page without wasting actual check stock. Hold the sample page up against your check paper to see if the boxes line up correctly—using light behind the page helps with accuracy.

If your alignment is slightly off, go back and Fine-Tune Alignment by adjusting the horizontal and vertical positions in the setup window. Each box represents a small shift in placement, so you may need a few test prints before it’s perfect. Once your sample aligns properly, select Finish Setup and you’re ready to print. You shouldn’t need to repeat this process unless you’re printing from a different computer or printer.

Why Print Checks at All?

Printing checks in QuickBooks Online gives you a clean, professional way to pay vendors while keeping your accounting records organized. It also ensures you can easily reconcile your check runs through a Check Disbursement Report, or any check-based report, especially when using voucher-style checks.

For accountants managing multiple clients, this is a simple way to enter checks on behalf of clients, while allowing them to print from their own office. That said, there are several paperless alternatives, like Bill.com, third-party AP tools, or Bill Pay through your bank’s Treasury Management system, if you’d rather skip printing altogether.

Need Help Setting Up Your Checks in QuickBooks Online?

If you’re not sure which method works best for your business or if you want help with your first check setup, schedule a free 30-minute consultation with us. We’ll walk you through your specific QuickBooks Online setup, make sure your check stock aligns correctly, and help you streamline your payment process.

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1. How do I print a sample check in QuickBooks Online?

Go to + New > Print Checks, then click Print Setup. Load a blank sheet of paper and select Preview and Print Sample. Compare it to your actual check stock under a light to ensure the boxes line up before printing your real checks.

2. What kind of check stock does QuickBooks Online use?

QuickBooks Online supports Standard and Voucher style checks. Most businesses prefer voucher checks for the detailed pay stub and professional layout. You can order directly from QuickBooks or contact us for help getting discounted check stock.

3. How do I fix misaligned checks when printing?

If your sample check doesn’t line up, go back to Print Setup > Fine-Tune Alignment. Adjust the horizontal and vertical positions, print another sample, and repeat until the fields match your check stock exactly.

4. Do I need to re-set up my printer every time I print checks?

No, once you’ve finished your initial setup, QuickBooks Online saves your alignment settings. You’ll only need to repeat the setup if you switch printers or computers.

5. Can I print checks without using paper?

Yes! If you prefer a paperless workflow, you can pay vendors through Bill.com, a bank Bill Pay feature, or another accounts payable platform integrated with QuickBooks Online.