How to Write & Print Checks in QuickBooks Online

In this tutorial, we’re going to cover how to write & print checks in QuickBooks Online. Let’s begin!

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Why Should I Write and Print Checks in QuickBooks Online?

There are a few benefits to creating and printing checks in QuickBooks Online that manually writing checks does not offer you:

• By creating and printing checks in QuickBooks, you do not have to manually enter the check later when it is time to reconcile your checking account with the bank statement.
• Your QuickBooks file is always up-to-date with the most recent expenses you have paid.
• You can print your checks directly from QuickBooks so that you don’t have to manually write them.

In general, you should write and print checks in QuickBooks to pay for goods and services for which payment is due immediately. For example, for any supplier who you have not established credit terms with, payment will most likely be “Due Upon Receipt.” Similarly, if you owe taxes and need to send a check along with your tax return, then you would want to make that payment right away.

For those vendors that have extended credit terms to you, you can enter those bills and pay them at a later date.

How Do I Write & Print Checks in QuickBooks Online?

Step 1 – Navigate to Write Checks

From the Home page, click on the plus sign at the top.

Below the Vendors column, select Check as indicated below.

Step 2 – Create and Print Check

The Write Checks window will display on your screen. There are 11 fields that need to be completed as indicated below.

1. Payee – select the vendor that you are paying from the drop down menu. If you have not set up the supplier in QuickBooks yet, then you can click on the drop down arrow and scroll up to Add New.  Be sure to check out our Setting up Vendors tutorial to learn how to set up your vendors in QuickBooks.
2. Bank account – select the bank account that you want to write this check from.  
3. Mailing address – this information will automatically populate from the vendor’s profile.
4. Payment date – this should be the date that you will print the check.
5. Account – select the account that you track this type of expense in.  If you have not set up an account to track the expense then you can click the drop down arrow and scroll up to Add New.  Be sure to review our Setting up the Chart of Accounts tutorial to learn how to set up your expense and income accounts in QuickBooks.
6. Description – this field will automatically populate with the description that you set the account up with. You can also customize this field by typing directly into it. However, the information that you type here will not update the description in the chart of accounts. If needed, you will have to go into the chart of accounts to update the description with the change.
7. Amount – enter the amount of the payment in this field. 
8. Check no. – if you are going to print the check now, enter the next available check # in this field.
9. Print Later – if you are not going to print the check now, put a checkmark in this box to mark the check to be printed at a later time.
10. Print – click this button to print the check. If this is your first time printing checks in QuickBooks, click here for step by step instructions on where to buy checks and how to print checks in QuickBooks Online.
11. Save and close once you have completed writing the check.

Step 3 – Review Check in Check Register

You have now finished writing the check. To locate your check, navigate to the check register. From the left hand menu bar, click on Transactions and Banking as indicated below.

Click on the Go to Register button about halfway down the page on the right:

The check that we created is located at the very top of the screen, as indicated below.

What Impact Does Writing and Printing Checks in QuickBooks Have on My Financial Statements?

When a check is created in QuickBooks to pay for something that is not going into inventory (i.e. office supplies or utility expense), the accounts and financial statements are affected as follows:

When a check is created in QuickBooks to pay for an asset like equipment or for products that will be added to inventory, the accounts and financial statements are affected as follows:

Wrap Up

That wraps up How to Write & Print Checks in QuickBooks Online. In our next tutorial, we will show you How to Enter Bills in QuickBooks Online to help you manage your accounts payable.

To access this course or any of the others in the series, click here.

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