How to Print Paychecks in QuickBooks Online (Easy Guide)

Managing payroll doesn’t have to be a headache, especially when you need to provide physical paychecks. If you’re a QuickBooks Online user, printing paychecks is a straightforward process once you know the steps. This comprehensive guide will walk you through everything you need to know, from initial setup to printing and troubleshooting, ensuring your employees get paid smoothly and accurately.

Before You Print: Essential Setup Steps

Before you hit print, a few crucial items need to be in order to ensure a seamless experience. These foundational steps prevent common errors and wasted check stock.

1. Set Up Your Payroll in QuickBooks Online

• Ensure your payroll service is active and correctly configured.
• All employee information, including their pay rates and tax details, should be accurate and up-to-date.
• Verify that your bank account is linked for payroll transactions.

2. Gather Your Check Stock

You’ll need compatible check stock for your printer. QuickBooks Online generally works with standard voucher checks that include a check and two pay stubs. Make sure you have enough on hand before you start printing.

• Pre-printed vs. Blank: Decide if you’re using pre-printed checks with your bank info or blank stock that QuickBooks will fill in.
• Check Numbering: Keep track of your check numbers. QuickBooks can help with this, but it’s good practice to verify.

3. Configure Your Printer Settings

Proper printer alignment is key to professional-looking paychecks.

• Access your printer settings on your computer.
• Run a test print using a blank sheet of paper or a draft check to ensure everything aligns correctly.
• Adjust margins and paper size as needed within your printer’s preferences.

Also Read :- Fix QuickBooks Time Login Issues Fast

Step-by-Step: How to Print Paychecks in QuickBooks Online

Once your setup is complete, follow these steps to print your employee paychecks.

1. Run Your Payroll

First, process your payroll as usual to generate the paychecks you need to print.

1. Navigate to Payroll in your QuickBooks Online account.
2. Select Employees (or Workers > Employees depending on your QBO version).
3. Click Run payroll.
4. Enter all necessary payroll details, review the amounts, and approve the payroll. Make sure to select “Print Paychecks” as the payment method for the relevant employees, not “Direct Deposit.”

2. Select Paychecks to Print

After running payroll, you’ll be prompted to print or you can find the option under the payroll menu.

1. After running payroll, if you are not prompted, go to Payroll > Employees.
2. Look for the “Print Paychecks” or “To print” section, usually located at the top of the Employees page or under the “Paycheck list”.
3. Select the paychecks you wish to print by checking the boxes next to each employee’s name.
4. Confirm the First check number you will be using. This ensures your check sequence is accurate.

3. Load Check Stock and Print

It’s time to load your check stock into your printer.

1. Carefully load your blank or pre-printed check stock into your printer tray. Ensure it’s facing the correct direction according to your printer’s specifications (usually face down or face up, depending on the feed).
2. Click “Print” or “Print Checks” within QuickBooks Online.
3. A print dialog box will appear. Select your printer and review any specific settings (e.g., paper size, orientation).
4. Click “Print” from your printer’s dialog.

4. Confirm Printing and Finish

After printing, always verify the output.

1. Once the checks have printed, QuickBooks will ask if the checks printed correctly.
2. If YES: Click “Yes, finished printing” or “Print successful”. This marks the checks as printed in your QuickBooks records.
3. If NO: Click “No, something went wrong” if there were issues. QuickBooks will give you options to reprint specific checks or adjust settings.

Troubleshooting Common Printing Issues

Even with careful preparation, issues can arise. Here are solutions to common problems:

• Alignment Problems: Use the “Print Setup” or “Printer Setup” option within QuickBooks (usually found when you try to print checks) to adjust the alignment. Print a sample check on plain paper until it’s perfect.
• Blank Checks or Missing Information: Ensure your check stock is loaded correctly and that QuickBooks is set to fill in all necessary details. Double-check your payroll setup.
• Printer Jams: Clear any paper jams and try again. Ensure your check stock is flat and not curled.
• Incorrect Check Numbers: If you messed up the starting check number, you can often void the incorrectly numbered check(s) and re-issue them with the correct sequence.

Conclusion: Streamlining Your Payroll Process

Printing paychecks in QuickBooks Online is a manageable task that, once mastered, contributes to a smooth and efficient payroll system. By following these steps and understanding the basic setup requirements, you can ensure your employees receive their physical paychecks accurately and on time. Remember to always double-check your work and utilize QuickBooks’ built-in tools for alignment and confirmation.

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Take control of your business’s finances today. Explore the full capabilities of QuickBooks Online Payroll and simplify your entire payment process.

FAQs About Printing Paychecks in QuickBooks Online