Printing paychecks accurately and on time is essential for maintaining employee trust and payroll compliance. If you’re using QuickBooks Online with Payroll, the process is straightforward once everything is set up correctly.

This detailed guide walks you through how to print paychecks in QuickBooks Online, adjust alignment, fix common issues, and avoid printing errors.

Before You Print Paychecks

Make sure:

✔ Payroll is fully set up
✔ Employees are added correctly
✔ Pay schedule is configured
✔ Check stock is loaded properly
✔ Printer is working and set as default

QuickBooks Online uses your browser’s print settings, so your system printer must already be installed.

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Step 1: Create the Paychecks

Before printing, you must run payroll.

1. Log into QuickBooks Online
2. Go to Payroll
3. Select Employees
4. Click Run Payroll
5. Enter hours, salary, or commissions
6. Review taxes and deductions
7. Click Preview Payroll
8. Click Submit Payroll

If you selected “Paper Check” as the payment method, the paychecks will be queued for printing.

Step 2: Go to Print Paychecks

After submitting payroll:

1. Go to Payroll
2. Select Employees
3. Click Paycheck List
4. Choose the paychecks you want to print
5. Click Print

You can also navigate to:

Payroll → Overview → Print Paychecks

Step 3: Load Your Check Stock

Use compatible check stock:

• Voucher checks (most common)
• Standard checks
• Wallet checks

Place the check paper correctly in your printer tray. Always print a sample page first.

Step 4: Adjust Print Settings in Browser

When print preview opens:

✔ Select your correct printer
✔ Choose Portrait orientation
✔ Set paper size to Letter (8.5 x 11)
✔ Disable scaling or set to 100%
✔ Confirm margins

Then click Print.

QuickBooks Online relies on your browser settings (Chrome, Edge, Firefox, Safari).

Step 5: Verify Check Alignment

If the printed details don’t align:

1. Go to Payroll Settings
2. Select Print Setup
3. Print a sample alignment page
4. Adjust vertical/horizontal alignment
5. Save changes

Test until alignment matches perfectly.

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Reprinting Paychecks

If you need to reprint:

1. Go to Payroll
2. Select Employees
3. Click Paycheck List
4. Filter by date
5. Select the paycheck
6. Click Print

Important: Mark the original check number as void only if necessary and keep proper records.

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Direct Deposit vs Paper Check

If you use direct deposit:

✔ No physical printing required
✔ Employees receive funds electronically
✔ You can print pay stubs instead

To print pay stubs:

Payroll → Employees → Paycheck List → Print Pay Stub

Common Printing Problems & Fixes

Problem: Print Button Not Working

Fix:

• Clear browser cache
• Try another browser
• Disable pop-up blocker
• Update browser to latest version

Problem: Printer Not Showing

Fix:

• Ensure printer is installed on your computer
• Restart browser
• Set printer as default in system settings

Problem: Check Misalignment

Fix:

• Use alignment tool
• Confirm correct check stock type
• Adjust scaling to 100%

Problem: Blank Checks Printing

Fix:

• Reload check stock properly
• Check toner/ink levels
• Restart printer

Printing Multiple Paychecks at Once

QuickBooks Online allows batch printing:

✔ Select multiple checks
✔ Click Print
✔ Confirm correct order
✔ Load sufficient check stock

Always double-check the check number sequence before printing.

Security Tips When Printing Paychecks

✔ Store blank check stock securely
✔ Use a secure printer location
✔ Keep payroll records organized
✔ Avoid public/shared printers
✔ Confirm check numbers after printing

Payroll security is critical for fraud prevention.

How to Save Paychecks as PDF

If you need a digital copy:

1. Click Print
2. In print preview, choose Save as PDF
3. Download the file
4. Store securely

This is useful for payroll documentation or employee requests.

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Frequently Asked Questions (FAQs)

Q1: Can I print paychecks after payroll is submitted?

Yes. Go to Payroll → Employees → Paycheck List and select the checks for printing.

Q2: Why is my check alignment off?

This usually happens due to scaling or incorrect check stock selection. Use the alignment tool to fix it.

Q3: Can I use regular paper instead of check stock?

No. Official paycheck printing requires secure check stock with proper formatting.

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Q4: What browsers work best?

Google Chrome and Microsoft Edge are typically the most reliable for QuickBooks Online printing.

Q5: Can I print pay stubs only?

Yes. You can print pay stubs even if employees are paid via direct deposit.

Q6: Does QuickBooks Online store past paychecks?

Yes. You can access and reprint previous paychecks anytime through the Paycheck List.

Final Thoughts

Printing paychecks in QuickBooks Online is simple once payroll is properly set up. Since it uses browser-based printing, most issues are related to printer settings or browser configuration—not the software itself.

By setting up your check stock correctly, verifying alignment, and keeping your browser updated, you can ensure smooth, accurate paycheck printing every payroll cycle.

Always double-check printed checks before distributing them to employees to avoid costly mistakes.