How To Print Paychecks In QuickBooks Online

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Printing paychecks in QuickBooks Online is straightforward once your payroll and check-printing settings are configured correctly. Follow the steps below to set up your check style, run payroll, and print paychecks smoothly, whether you are printing one check or a batch for multiple employees.

If you run into issues or need someone to walk you through the process, you can call 866-798-4134 for direct assistance

Step 1: Prepare Your Check Stock and Printer

Before you print paychecks in QuickBooks Online, make sure your physical setup is ready.

• Choose compatible check stock (voucher or standard/3-per-page checks) based on what your bank and accounting process require.
• Load the check stock into your printer tray in the correct orientation so the checks feed properly.
• Confirm your printer is connected, powered on, and set as the default printer on your computer.
• Print a regular test page from another program to ensure the printer works and the output looks clear.

If your checks are misaligned, printing too light, or cutting off information, you may need to adjust your printer settings or alignment. If this becomes frustrating, call 866-798-4134 for help configuring check printing.

Step 2: Set Up Check Printing in QuickBooks Online

Once your physical checks and printer are ready, configure check printing in QuickBooks Online.

1. Sign in to your QuickBooks Online account using an admin or payroll user login.
2. Go to your main payroll area (typically using the Payroll or Employees section in the left-hand menu).
3. Locate your payroll or paycheck printing settings. This is where you define how paychecks will print.
4. Choose your check type or style, such as voucher checks (one check with attached pay stub) or standard checks, depending on your check stock.
5. Save your check style and printing preferences once selected.

These settings ensure that when you print paychecks later, QuickBooks Online formats them correctly for your chosen check stock.

Step 3: Align Your Paychecks

Alignment is crucial so that employee names, amounts, and bank details line up with your check paper.

• From your check printing setup, look for a “Print setup” or similar option to run a sample alignment.
• Print a sample check on plain paper first, then hold it over a real check to see if the boxes and lines match.
• If the text is too high, low, left, or right, use the alignment tools in QuickBooks Online to adjust the margins slightly, then print another sample.
• Repeat until the sample text lines up correctly with all areas of your check stock.

Spending a few minutes on alignment now will save you from wasting check stock and reprinting later. If alignment is still off after multiple adjustments, call 866-798-4134 and get help fine-tuning your settings.

Step 4: Run Payroll and Create Paychecks

To print paychecks, you first need to run payroll and create the paychecks in QuickBooks Online.

1. Go to the Payroll section.
2. Start a new payroll run by selecting the appropriate pay schedule (weekly, biweekly, monthly, etc.).
3. Enter or review each employee’s hours, salary, overtime, and any additional earnings or deductions.
4. Verify tax amounts, benefits, and net pay for each employee.
5. Choose “Paper check” or the equivalent payment method for employees you want to pay by printed check instead of direct deposit.
6. Complete the payroll run so that QuickBooks Online generates the paychecks.

Once payroll is processed, those paychecks will be available in your paycheck list or payroll history, ready to be printed.

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Step 5: Add Paychecks to the Print Queue

QuickBooks Online typically allows you to mark checks to be printed later so they appear in a print queue.

• When reviewing each paycheck, look for an option like “Print later” or “To print” and ensure it is checked for paychecks you plan to print.
• Setting this flag adds those paychecks to the list of checks that will be printed in your next batch.
• You can do this during the payroll run or afterward from the paycheck list.

This step helps organize which paychecks still need physical printing and prevents accidental duplicates.

Step 6: Print Paychecks from QuickBooks Online

Once your paychecks are created and flagged to print, you can start printing.

1. Go to the area where you manage checks or paychecks (often labeled as “Print checks” or accessed through Payroll > Employees > Paycheck list).
2. Filter the list by date range or payroll run if needed so you only see the paychecks you want to print.
3. Select the paychecks for employees who should receive paper checks.
4. Confirm the correct bank account is selected for the checks.
5. Enter the starting check number that matches the pre-printed number on the first check in your printer.
6. Click the print option to open the print preview screen.
7. Review the preview to ensure names, amounts, and dates look correct, then use your browser or system print dialog to send the checks to your printer.

After printing, compare a printed check to your preview to confirm everything matches. If something looks off, you may need to adjust alignment, reprint, or void and recreate a paycheck.

Step 7: Reprint or Print Paychecks from Previous Dates

Sometimes you need to reprint a paycheck or print one that was created on a previous payroll date.

• Go to the Payroll section and open your paycheck list or payroll history.
• Use filters (date range, employee name, or pay period) to locate the paycheck you want.
• Open the specific paycheck and select the option to print or reprint.
• If necessary, mark it as “Print later” again to add it back into the print queue and print it in a batch.

Reprinting should be done carefully to avoid confusion with check numbers or duplicate payments. If you are unsure whether to void the original check before reprinting, call 866-798-4134 for guidance.

Tips to Avoid Printing Problems

To keep your paycheck printing process smooth:

• Always keep printer drivers updated so checks print clearly and consistently.
• Store check stock in a dry, flat place to avoid paper jams or misfeeds.
• Double-check that the “Paper check” payment method is selected for employees who need printed checks.
• Verify alignment anytime you change printers, check stock, or browser settings.
• Keep a log of check numbers so you can track any voided or reprinted checks accurately.

If you notice faint print, misalignment, or partial checks, pause and investigate before continuing with the batch so you don’t waste checks or cause payroll confusion.

FAQs: Printing Paychecks in QuickBooks Online

1. Do I need special checks to print paychecks in QuickBooks Online?

You should use business check stock designed for accounting software, typically voucher or standard checks. This ensures that QuickBooks Online can line up the employee and payment details correctly on your checks.

2. Can I print multiple paychecks at once?

Yes, you can batch print paychecks. Mark paychecks as “Print later” or “To print,” then go to your print checks area, select multiple paychecks from the list, and print them in one batch.

3. How do I reprint a paycheck if something went wrong?

Open your payroll or paycheck list, find the specific paycheck, and choose the option to print or reprint. If you already issued a check number that you are replacing, you may need to void the original and assign a new number on the reprinted check.

4. What if my paychecks are not aligned on the paper?

Use the print setup or alignment tool in QuickBooks Online to adjust margins and positions, then print a test page on plain paper. Repeat until the text lines up cleanly with your check stock.

5. Can I print paychecks and still use direct deposit for some employees?

Yes, you can mix payment methods. Set some employees to direct deposit and others to paper checks. QuickBooks Online will only put paychecks for employees with paper check methods into the print queue.

6. Who can help me if I still can’t get paychecks to print correctly?

If you’re still having trouble with alignment, print quality, or paycheck setup, call 866-798-4134. You can get step-by-step help to configure your settings and print your payroll checks correctly.

If you follow these steps, you’ll be able to print paychecks in QuickBooks Online efficiently and accurately. For personalized help or urgent payroll issues, don’t hesitate to call 866-798-4134.