Payroll Checks: Where to Buy, How to Print & What to Consider

If you’re not utilizing electronic payments to issue paychecks to your employees, you’ll need to process your payroll checks manually. The first thing you need is payroll check stock. Depending on where you purchase, you should expect to pay between about $40 and $120 for 500 checks, and even more if you want to have them customized.

You can purchase payroll checks from your bank, but you’ll probably pay more for fewer features than you’d receive from alternate vendors. You can buy blank payroll check stock online, at a local office supply retailer, or from a supply membership store.

Here are a few vendors you might want to consider if you’re looking to purchase payroll checks:

Payroll Check Features	Staples	Amazon	Compucheck for Payroll Software	Check Advantage	Deluxe
Cost for a ream of 500 checks	Starting at $35	Around $50	Starting at $60	Starting at $90	Starting at $115
Specials	Free delivery	Free delivery for Prime members	Comes with 100 free checks	Checks available for specific software	Upgraded features available
Basic security features	✓	✓	✓	✓	✓
Compatible for laser and inkjet printers	✓	✓	✓	✓	✓
Includes check stub	✓	✓	✓	✓	✓
Custom designs	N/A	N/A	✓	N/A	✓
High-security	N/A	N/A	✓	N/A	✓
Personalization	N/A	N/A	✓	✓	✓
Guaranteed compatibility with the best payroll software	N/A	N/A	✓	✓	N/A

When you buy payroll checks, it’s important to consider how you do payroll, whether it’s in-house by hand or via payroll software. You may need certain features, like a preprinted company name and custom logo, or your software could limit you to only using blank check stock. Consider security features, layout, and colors, and even options to add comments.

If you only need to print a few checks at a time and would like to do it at no cost to you, aside from the costs of check stock and printer supplies, check out our guide on how to print payroll checks for free.

Payroll Check Features to Consider

Before purchasing your payroll check stock, you should review the features and compare them against your needs. If you want the cheapest check stock, you can forgo certain features like designs, high security (basic will be enough), preprinted information, etc.

You can purchase blank payroll check paper stock or customize it with options like your business logo and branding. On blank check paper stock, you’ll use your computer software or a template to print your company name and all information; on the custom payroll paper, you only need to print what’s different for each check, such as the employee name and payment amount. Custom paper is more expensive, though, so it’s not the best option if you’re trying to save money.

In most cases, you’ll want payroll check paper that has a pay stub option included so that your employees’ pay stubs show all sources of income and deductions for the pay period. A pay stub is not required by the Fair Labor Standards Act (FLSA), although we consider it a good practice; requirements vary by state.

To minimize the risk that your paychecks could be compromised, you may want to choose a check stock that has security features like a watermark, marbled background, or heat-sensitive fibers. The more expensive payroll check paper has one or more of these; some vendors, like Amazon, even provide paper stock that has a hologram.

Typical colors for payroll check stock are pastels like soft green, pale blue, or yellow. However, if you want custom colors, you may need to order from a vendor like Deluxe. Some vendors also offer custom backgrounds or special fonts if you’re looking to make your checks a bit more personal.

Your payroll check will need to be signed, either electronically or by hand or stamp. Some vendors like Deluxe allow you to add additional features to your check, like a second line for a signature, if that’s what your business needs. You can use them with a dual-signature checking account as a control to help prevent fraud and mismanagement of business funds.

Not all check stock is compatible with every software product. Those you purchase from online retailers and office supply stores are usually compatible with some popular payroll software, like Gusto (our top pick for small businesses), but you won’t know for sure until you purchase and try it yourself.

Purchasing directly from the payroll software provider, if they sell check stock, or buying a brand they recommend guarantees compatibility.

Payroll check paper stock provides several options for check placement. For instance, the check can be at the top, middle, or bottom of the paper, with the pay stub located above or below the payroll check itself.

Often, this will be dictated by your payroll software or configurable within the print option.

Payroll check stock can come perforated so employees can easily tear off the check and keep the check stub. However, if you provide direct deposit and the only reason you use the check stock is to give or send the employees a record of their earnings, then no perforation is needed. In fact, plain white paper is fine for a pay stub.

Consider adding “non-negotiable” as a watermark to prevent confusion. Some payroll software is configured to do this for you, as payslips can easily be mistaken for business payroll checks.

It’s nice to have a space on the payroll check paper to include notes and comments. You could thank someone for their work, provide information about a bonus, or remind employees of an upcoming holiday. Some payroll software have this feature already built in, and you can use it to hand write notes of appreciation.

Some paper stock is scored or lined so that you can fold the payroll check in thirds and mail it. You can address the recipient on the back, either with your printer or by hand.

When it’s folded and stamped, the payroll check and pay stub are inside.

Printing Payroll Checks & Pay Stubs

You can print your own payroll checks on check stock that includes security features like heat-sensitive ink, chemically sensitive paper, microprint, a watermark, or the word “void” that prints if someone tries to make a photocopy of the check. Some check vendors offer checks with a hologram as an additional security feature.

If your printer and payroll software allow you to custom print your own documents, you may have the option to print pay stub-like documents that show how much was paid and what deductions were withheld, using plain paper.

However, due to the lack of security, such as a patterned background or watermarks, you aren’t able to print valid payroll checks on plain white paper—specialized check stock is needed.

Hardware & Software Requirements for Business Payroll Checks

The type of payroll check paper stock you need will vary based on the software and printer (inkjet, laser, or dot matrix) you use. For example, Gusto lets you choose the layout of your checks and specifies the kind of paper you need to write and print checks. Check with your payroll software provider to ensure that the payroll checks you buy are compatible with your payroll hardware and software.

Hardware Requirements

You can use just about any printer to print payroll checks, but the quality may be different with each. The key is to use magnetic toner or ink when you print your payroll checks. If you opt to use regular ink, your bank’s magnetic reader may not be able to process the checks, and you could be charged fees.

Software Requirements

Different payroll software have different requirements. Be mindful of that when selecting payroll check templates. Some will only print correctly if the check portion is on the bottom, and others require it to be on the top. If you use a standard online payroll software, you may have an easier time finding payroll check paper that’s compatible because manufacturers tend to consider that when designing.

A magnetic ink character recognition (MICR) printer is made specifically for printing high-security checks. It’s a combination of software and hardware, and although convenient, it can generally cost more money than just using your standard printer and purchasing MICR ink or toner when you need it. Just remember to switch out your cartridge before and after you print your payroll checks.

Payroll Checks vs Business Checks vs Personal Checks

Payroll check paper stock includes room for the specific fields you need to record trackable payroll information such as pay periods, gross and net pay, deductions, and paid time off (PTO) balances. We’ll compare using different types of checks for payroll.

Features	Payroll Checks	Business Checks	Personal Checks
Customizable With Business Name	✓	✓	N/A
Able to Write Information Manually	Maybe	Maybe	✓
Can Print From Computer Software	✓	Maybe	N/A
Form-Fed Options Available	✓	✓	N/A
Print Layout on Top, Middle, or Bottom	✓	✓	N/A
Room for Employee Pay Stub Details	✓	Maybe	N/A

Payroll Checks

Payroll checks are designed specifically for paying employees. They have a check portion on the paper that includes the payee, net amount, date, and signature, much like a business check. But they contain additional features that neither a personal check nor a business check have, like room for hours, earnings, and deductions.

They come in many formats (with the check stub at the top, middle, or bottom of the paper, etc.). Payroll checks also come in a manual format where you can write the information, as well as printable formats used by most payroll software.

Business Checks

Business check stock is usually used to pay non-payroll business expenses. Similar to personal checks, business checks typically don’t have the features of a payroll check such as extra space for additional employee information.

Personal Checks

Personal checks are checks provided by your bank or a check vendor, and lack the space to record employee earnings, deductions, and net pay. In other words, they lack a pay stub.

Keep Payroll, Business & Personal Bank Accounts Separate

It’s a good idea to establish a business payroll account that is separate from the business account used for business receipts (income) and expenses. Commingling your business checking account with your payroll account could cause problems in case of a business or tax audit, not to mention making it difficult to keep track of your payroll costs.

While separating your payroll and regular business checking accounts is optional, you should always keep them separate from your personal bank account. If you’re audited, it may be difficult to separate which payments were for business rather than personal use, and it could negatively impact your tax bill. So save yourself the trouble and at the very least, create one account for business and one for personal.

Tip: Remember, using paper checks is only one option you have to pay employees. Check out our guide on the different ways to pay employees to learn about your other options.

Payroll Check Examples

Here are a few examples to help you consider the kind of payroll check paper you might want to buy. These images are from vendor websites; each vendor is listed below the image. You’ll notice that the kind of checks you order depend on the printer, your software, and whether or not you need an actual check or simply a pay slip, such as used with direct deposit (where the check information is voided). Remember that not all payroll checks have to be boring. We’ve also included a few options for creative payroll checks that can be specific to your business.

Example 1: Blank payroll check on top
(Source: Staples)

Example 2: Customized with check in the middle
(Source: Amazon)

Example 3: Direct deposit payroll advice for laser printer
(Source: Deluxe)

Example 4: Customized check on bottom continuous paper
(Source: Smart Resolution)

Example 5: Customized manual tear-off checks with pay stub on left
(Source: Walmart)

Example 6: Pay stub-only example printed on plain white laser paper
(Source: Smartsheet)

Construction Payroll Checks
(Source: Extra Value Checks)

Bakery Payroll Checks Source:
(Extra Value Checks)

Bottom Line

When purchasing payroll checks, you have to know what your specific requirements are to be sure that they are compatible with your software and printer. You’ll also want to make sure that the checks fit with your company’s brand. There are a ton of customized options if you want your check stock to reflect the essence of your company; otherwise, any check stock will do. The choices you make determine where you buy payroll checks and how much they will cost.

If you work with a payroll software like Gusto, the process will be very simple. You can use any blank check stock, and Gusto will populate your company and bank information. Try it today for free for 30 days.

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