Print Checks Like a Pro: A Comprehensive Guide for Businesses and Individuals
Printing checks might seem like a relic of the past in our increasingly digital world, but it remains a crucial function for many businesses and individuals. Whether you need to pay vendors, reimburse employees, or handle personal finances, printing checks offers a level of control and security that electronic payments sometimes lack. This comprehensive guide will walk you through every step of the process, from selecting the right software and hardware to understanding check formats and security features. We’ll cover everything you need to know to print professional-looking, secure checks with confidence.
## Why Print Checks?
Before diving into the how-to, let’s consider why printing checks is still relevant today:
* **Control and Security:** You have complete control over the payment process. You decide when the check is issued and to whom. Security features like watermarks, microprinting, and chemical protection paper make checks difficult to counterfeit.
* **Vendor Requirements:** Some vendors, particularly smaller businesses or those in specific industries, may prefer or even require payment by check.
* **Detailed Record Keeping:** Checks provide a clear audit trail. The check number, payee, amount, and date are all recorded on the check itself and in your accounting system.
* **Lack of Credit Card Fees:** Unlike credit card transactions, checks don’t incur processing fees, making them a cost-effective option for large payments.
* **Flexibility:** You can customize checks with your company logo, address, and other branding elements.
* **Offline Payments:** Checks don’t require an internet connection to issue, which can be beneficial in situations where internet access is unreliable.
## What You’ll Need to Print Checks
To print checks effectively, you’ll need the following:
* **Check Printing Software:** This is the core of the operation. Choose software that integrates with your accounting system, allows for customization, and supports MICR (Magnetic Ink Character Recognition) encoding.
* **A Printer:** While you *can* technically print on standard paper, it’s highly recommended to use a laser printer with MICR toner for optimal check readability by bank systems and fraud prevention. Inkjet printers are generally *not* recommended for check printing due to the smudging issues and lack of MICR toner compatibility.
* **MICR Toner (for Laser Printers):** MICR toner contains iron oxide, which is required for the magnetic ink character recognition (MICR) line at the bottom of the check to be read by bank machines. Using regular toner will likely result in rejected checks.
* **Check Stock:** Pre-printed check stock is available in various formats (e.g., three-per-page, wallet-sized, voucher checks) and with different security features. You can also use blank check stock, which allows the software to print the entire check, including the bank account information.
* **Computer:** A computer running a compatible operating system for your check printing software.
* **Accounting Software (Optional but Recommended):** Integration with accounting software like QuickBooks, Xero, or Sage streamlines the check printing process and ensures accurate record-keeping.
## Choosing the Right Check Printing Software
Selecting the appropriate check printing software is critical. Here’s what to consider:
* **Compatibility with Your Accounting Software:** Ensure the software seamlessly integrates with your existing accounting system to avoid manual data entry and potential errors. Look for direct integrations or the ability to import data files.
* **MICR Encoding Support:** The software *must* support MICR encoding. This is non-negotiable. It’s what makes your checks readable by bank systems.
* **Customization Options:** Can you add your company logo, address, and other branding elements? Can you customize the check layout to suit your needs?
* **Security Features:** Does the software offer features like password protection, user access controls, and audit trails?
* **Check Design Flexibility:** Does it allow printing on blank check stock, or does it only support pre-printed forms?
* **User-Friendliness:** Is the software easy to learn and use? Does it have a clear and intuitive interface?
* **Reporting Capabilities:** Can you generate reports on check usage, payment history, and other relevant data?
* **Customer Support:** Is there readily available customer support in case you encounter any issues?
* **Cost:** Consider the initial cost of the software and any ongoing subscription fees. Some software offers a free trial period, allowing you to test it before committing to a purchase.
**Popular Check Printing Software Options:**
* **VersaCheck:** A widely used option known for its versatility and affordability. It supports both pre-printed and blank check stock.
* **Checksoft:** Another popular choice with a range of features, including integration with QuickBooks.
* **PrintBoss:** A more advanced solution geared towards larger businesses with complex check printing needs.
* **OnlineCheckWriter.com:** A cloud-based solution that offers flexibility and accessibility from anywhere with an internet connection.
* **Checkeeper:** A cloud-based check printing service geared towards small businesses.
* **Accounting Software with Built-in Check Printing:** Many accounting software packages like QuickBooks and Xero have built-in check printing capabilities, which might be sufficient for basic needs.
## Selecting a Printer and MICR Toner
As mentioned earlier, a laser printer is strongly recommended for check printing due to its speed, print quality, and compatibility with MICR toner. Here’s what to look for:
* **Laser Printer:** Choose a laser printer with a high resolution (at least 600 dpi) for crisp, clear printing.
* **MICR Toner Compatibility:** Ensure the printer is compatible with MICR toner. Check the printer specifications or contact the manufacturer.
* **Reliability:** Choose a printer from a reputable brand known for its reliability and durability.
* **Print Speed:** If you print a large volume of checks, consider a printer with a faster print speed.
* **Paper Handling:** Ensure the printer can handle the type of check stock you plan to use.
**MICR Toner:**
* **Purchase from a Reputable Supplier:** Buy MICR toner from a reputable supplier to ensure its quality and compatibility with your printer.
* **Check for Compatibility:** Verify that the toner cartridge is specifically designed for your printer model.
* **Consider Yield:** Check the toner cartridge’s yield (the number of pages it can print) to estimate its cost-effectiveness.
## Choosing the Right Check Stock
Check stock is available in various formats and with different security features. Here’s a breakdown:
* **Pre-printed vs. Blank Check Stock:**
* **Pre-printed:** Checks with your bank account information (bank name, account number, routing number) already printed on them. You only need to print the payee, amount, date, and memo. This is generally considered less secure since the bank account information is visible.
* **Blank:** Completely blank checks that require the software to print all the information, including the bank account details. This is generally considered more secure since the account information is only printed when the check is created.
* **Format:**
* **Three-per-page:** Three checks per sheet of paper, designed to be used with standard letter-size paper.
* **Wallet-sized:** Individual checks designed to fit in a wallet.
* **Voucher Checks:** Checks with an attached voucher that provides a detailed breakdown of the payment. These are often used for payroll or accounts payable.
* **Security Features:** Look for check stock with the following security features:
* **Watermark:** A faint design that is visible when held to the light. Helps to prevent photocopying.
* **Microprinting:** Tiny text that is difficult to read without a magnifying glass. Difficult to replicate.
* **Chemical Protection Paper:** Paper that is sensitive to chemicals and will change color if altered.
* **Security Thread:** A thin, embedded thread that is visible when held to the light.
* **Hologram:** A holographic image that is difficult to counterfeit.
* **Void Pantograph:** A pattern that appears when the check is photocopied.
## Step-by-Step Guide to Printing Checks
Now that you have all the necessary components, let’s walk through the process of printing checks:
1. **Install and Configure Your Check Printing Software:**
* Download and install the check printing software on your computer.
* Follow the software’s instructions to configure it. This typically involves entering your company information, bank account details, and printer settings.
* Connect the Software to Your Accounting Software: If your check printing software supports integration with your accounting software, configure the connection according to the software’s instructions. This usually involves providing your accounting software credentials or importing data files.
2. **Load Check Stock into Your Printer:**
* Place the check stock in your printer’s paper tray according to the printer’s instructions. Make sure the check stock is oriented correctly (e.g., top edge first, face up or face down).
* Consult your printer manual if you are unsure how to load the check stock.
3. **Create a Check in Your Check Printing Software or Accounting Software:**
* In your check printing software or accounting software, create a new check.
* Enter the payee’s name, amount, date, and memo.
* If you are using blank check stock, the software will also print the bank account information (bank name, account number, routing number).
* Double-check all the information to ensure accuracy.
4. **Print a Test Check:**
* Before printing a batch of checks, print a test check on plain paper to verify the alignment and formatting.
* Compare the test check to a sample check or a check from your bank.
* Adjust the printer settings or software settings as needed to ensure the check is printed correctly.
5. **Print Your Checks:**
* Once you are satisfied with the test check, load the check stock back into the printer.
* Print the checks.
6. **Review and Verify the Printed Checks:**
* Carefully review each printed check to ensure the information is accurate and legible.
* Look for any errors or omissions.
7. **Sign the Checks (If Required):**
* Depending on your bank’s requirements and your company’s policies, you may need to sign the checks.
* Some check printing software allows you to digitally sign checks, eliminating the need for manual signatures.
8. **Record the Check Information in Your Accounting System:**
* Record the check number, payee, amount, and date in your accounting system.
* Reconcile your bank statement regularly to ensure that all checks are accounted for.
9. **Store Checks Securely:**
* Store unused check stock in a secure location to prevent unauthorized access.
* Keep a record of all printed checks.
## Common Problems and Troubleshooting
Even with careful planning, you might encounter some common issues when printing checks. Here’s how to troubleshoot them:
* **MICR Line Not Readable:**
* **Problem:** The bank machine cannot read the MICR line at the bottom of the check.
* **Solution:** Ensure you are using MICR toner. Check the toner level. Clean the printer heads. Adjust the MICR line position in your check printing software.
* **Misalignment:**
* **Problem:** The text or MICR line is not aligned correctly on the check.
* **Solution:** Adjust the printer settings or software settings to fine-tune the alignment. Print a test check to verify the alignment.
* **Smudging:**
* **Problem:** The ink is smudging on the check.
* **Solution:** Use a laser printer instead of an inkjet printer. Ensure the toner is properly fused to the paper. Use high-quality check stock.
* **Paper Jams:**
* **Problem:** The check stock is jamming in the printer.
* **Solution:** Ensure the check stock is properly loaded into the printer. Clean the printer’s paper path. Use a different type of check stock.
* **Software Errors:**
* **Problem:** The check printing software is displaying errors.
* **Solution:** Consult the software’s documentation or contact customer support. Reinstall the software.
* **Incorrect Bank Information:**
* **Problem:** The bank account information printed on the check is incorrect.
* **Solution:** Double-check the bank account information in your check printing software settings. Contact your bank to verify the information.
## Security Best Practices for Check Printing
Protecting your checks from fraud is paramount. Implement these security best practices:
* **Use Secure Check Stock:** As mentioned earlier, use check stock with security features like watermarks, microprinting, and chemical protection paper.
* **Control Access to Check Stock:** Limit access to unused check stock to authorized personnel only.
* **Secure Your Printer:** Keep your printer in a secure location to prevent unauthorized access.
* **Use Strong Passwords:** Use strong, unique passwords for your check printing software and accounting software.
* **Enable User Access Controls:** If your check printing software supports it, enable user access controls to restrict access to sensitive features.
* **Regularly Update Your Software:** Keep your check printing software and accounting software up to date with the latest security patches.
* **Monitor Check Usage:** Regularly monitor check usage for any suspicious activity.
* **Reconcile Bank Statements Regularly:** Reconcile your bank statements promptly to detect any unauthorized checks.
* **Consider Positive Pay:** Positive Pay is a bank service that allows you to provide your bank with a list of authorized checks. The bank will only pay checks that match the information on the list. This can help prevent fraud.
* **Shred Voided Checks:** Properly shred or destroy any voided or unused checks.
## Alternatives to Printing Checks
While printing checks remains a viable option, it’s worth considering alternative payment methods that might be more efficient or secure:
* **Electronic Funds Transfer (EFT):** Transfer funds directly from your bank account to the payee’s bank account.
* **Automated Clearing House (ACH):** A network for electronic funds transfers between banks.
* **Online Bill Pay:** Use your bank’s online bill pay service to send electronic payments to vendors.
* **Credit Cards:** Use credit cards for smaller payments or for vendors who accept them.
* **Payment Apps (e.g., PayPal, Venmo, Zelle):** Use payment apps for personal payments or for vendors who accept them.
## Conclusion
Printing checks can be a secure and cost-effective payment method when done correctly. By following the steps outlined in this guide and implementing the recommended security best practices, you can print professional-looking checks with confidence. Remember to choose the right software, hardware, and check stock, and to regularly monitor check usage for any suspicious activity. While alternative payment methods are available, check printing remains a valuable tool for businesses and individuals who need control, security, and detailed record-keeping.