For contractors and trades

Check printing for contractors who pay subs, suppliers and crews

Check Writer 123 lets contractors and trades print their own checks from a web browser to subcontractors, suppliers and crews, with the job and invoice numbers on the memo and the stub. It prints on blank check stock, pre-printed stock or plain paper, keeps a searchable register you can export to CSV, and starts at $9.99 per month for 20 checks with a 14-day free trial and no card needed.

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14-day free trial, no card needed. Prints on blank stock, pre-printed stock or plain paper. 14-day free trial, no card needed.

Why paying for jobs by check gets messy

One job, many payees, many checks

A single remodel can involve a framer, an electrician, a plumber, a tile setter and three supply houses. Each gets paid at a different stage, so by the time the job closes you may have twenty checks tied to one address and no easy way to see them together.

Supplier statements with a pile of invoice numbers

The lumberyard sends a monthly statement covering a dozen delivery tickets across four jobs. You want to pay it with one check and still show which invoices it covers, so the supplier posts it correctly and you can job-cost each delivery.

Records that fall apart at tax time

When January comes, you need what you paid each sub for the year, and a bank statement that only says "Check 2041" does not help. Hunting for W-9s and re-adding checks by hand is a bad way to spend a week your accountant could use better.

Cash flow that rises and falls with the season

Some months you pay out dozens of checks and others only a few. Ordering a big box of printed checks that you might not use for a year, or paying for a tool built for steady monthly volume, wastes money in the slow season.

How a contractor can use Check Writer 123

Here is a simple routine that works for a small general contractor or a trade business paying subs and suppliers by check.

1
Set up your business account once
Add your company name, address, bank routing and account number, logo and signature. If you keep a separate account for a big project or for a second business, add that too. The routing number lookup checks the checksum and suggests the bank name.
2
Save your regular payees
Enter your subs and suppliers in the saved vendor list, using the exact name from each W-9 or account. Next time you pay the electrician or the lumberyard, you pick the name instead of typing it.
3
Enter the check with job and invoice details
Choose the payee and amount, and write a memo such as the job name and invoice number. For a supplier statement, paste the invoice numbers and amounts into the invoice lines so they print on the stub. Check the live preview before you print.
4
Run a Test Print, then print the real check
Do a free Test Print on plain paper, hold it against a real check in the light, and nudge the alignment if needed. Then print on your check stock. The check is saved to the register the moment you press Print.
5
Use the register at tax time
Open the register report, filter or search by payee, and download the CSV. Total the payments per sub in a spreadsheet, subtract any voided checks and give the list to your accountant.

Features that fit a contractor's checkbook

Invoice lines on the check stub

List the invoice numbers and amounts a supplier check covers, pasted from Excel or Google Sheets, so the stub works as a remittance advice.

Saved vendors and employees

Keep your subs, suppliers and regular crew names on file so you are not retyping the same ten payees every month.

Multiple bank accounts

Run a separate account for a large project, a second company or a trade division. Plans allow 2 accounts, 4 accounts, or unlimited accounts on the top plan.

Check register with report and CSV

Search by payee or memo, print the report, or download a CSV to total payments per subcontractor for the year.

Batch entry and printing

Enter up to 25 checks at once and print up to 50 together, which suits a Friday pay day for several subs.

Test Print, reprint and voided checks

Test Prints are free and never counted. Reprint a jammed check at no cost, and print a voided check when you need to replace one.

Example: one remodel, one supplier statement

A small general contractor is finishing a kitchen remodel on Maple Street. On Friday they pay the electrician $3,850.00 for rough-in work, with the memo "Maple St kitchen - rough elec - inv 2207". The sub's W-9 is already on file and the name on the check matches it.

The same day, they pay the lumberyard's monthly statement. Three invoices for $1,436.20, $812.75 and $389.40 minus a $64.00 credit come to $2,574.35. The contractor pastes the invoice lines onto the stub and writes "Acct 20417" on the memo.

In January, they open the register report, download the CSV and total the year by payee. The electrician's total is clear, the voided check from March is not counted, and the accountant gets a clean list. These figures are an illustration only.

An illustration with made-up figures, not a real customer.

How do contractors keep records of subcontractor payments?

The simplest approach is one register that every check goes through, with the payee, date, amount, job and invoice number in the same format each time. When you print each check in Check Writer 123, the details are saved automatically, so there is no second step of copying it into a spreadsheet.

At the end of the year, download the register as a CSV and total it by payee. Keep QuickBooks for your books and print the checks here; the CSV gives you a clean list to match against your ledger. In the US, subcontractors paid above the IRS reporting threshold generally need a Form 1099-NEC, and collecting a W-9 before the first payment is standard practice. The threshold has been changing, so check the current IRS rules and ask your accountant which payees need a 1099.

Lien waivers, retainage rules and worker classification are legal and tax topics that vary by state and contract, so bring them to your attorney or accountant before you set your routine.

Collect a W-9 from every new sub before you pay them.
Use the exact name on the W-9 as the payee.
Keep voided checks in your records but out of your totals.

Can one check pay several supplier invoices?

Yes, and most suppliers prefer it. Pay from the supplier's monthly statement, compare it with your approved delivery tickets, and write one check for the total. Use the invoice lines to print each invoice number and amount on the stub, so the supplier can apply your payment to the right invoices.

In your records, tag each invoice with its job so job costing stays accurate even though the bank shows one withdrawal. The guide on paying material suppliers by check walks through the routine, including credits and returns.

Before you pay, check three things on each invoice: the delivery ticket matches the quantities, the prices match your quote or contract pricing, and any returns or credits have been subtracted. If a supplier offers a discount for paying within a set number of days, read the terms on the invoice and set your pay day to fit them.

Pay from the monthly statement, not from a stack of loose invoices.
Write the account number or job name on the memo line.
Record the one check number against every invoice it covers.

Is it worth printing checks in the slow season?

Plans are monthly and you can cancel anytime in Settings, so you can choose the plan that matches your busy months. The Occasional Pack is $9.99 per month for 20 checks and 2 bank accounts, Mid Tier is $13.99 per month for 60 checks and 4 accounts, and Unlimited is $29.99 per month. A check counts when you press Print, and Test Prints and reprints do not count.

Ordering a box of 500 printed checks locks you into a quantity and a design, and changing a name or address means ordering again. Printing as needed on blank stock lets you adjust the details when the business changes.

If your volume swings, look at how many checks you print in your busiest month, not an average. A contractor who pays ten subs and five suppliers in a peak month is well inside the 20-check plan, while one who pays dozens needs a higher limit. Every plan includes every feature, so the choice is about check count and bank accounts only.

What it costs

One flat monthly price with every feature on every plan. The plans differ only in checks per month and bank accounts. You also pay for your own paper and ink.

Occasional Pack

$9.99

per month

20 checks a month

2 bank accounts

Mid Tier

$13.99

per month

60 checks a month

4 bank accounts

Unlimited

$29.99

per month

Unlimited checks

Unlimited bank accounts

A check counts when you press Print. Reprints and Test Prints are free. 30-day money-back guarantee on your first payment; see the refund policy.

Frequently asked questions

Can a contractor print their own checks?

Yes. A contractor can print checks on blank check stock using a regular laser or inkjet printer and software such as Check Writer 123. Acceptance is up to your bank and the payee's bank, so confirm with your bank before switching, and keep blank stock in a locked place because it is a fraud risk.

How do I pay a subcontractor by check?

Collect a W-9 and an invoice, make the check out to the name on the W-9, and put the job and invoice number on the memo line. Record the check number against the job the same day. Check Writer 123 saves each printed check in a register so you can find it later.

Can I pay a supplier's whole statement with one check?

Yes. Write one check for the statement total and list the invoice numbers and amounts on the stub. Check Writer 123 lets you paste invoice lines from Excel or Google Sheets so they print on the stub. Subtract credits first and record the check number against every invoice.

How do I keep track of what I paid each subcontractor for the year?

Use the register. Every check printed is saved with its payee, date, amount and memo. Download the register report as a CSV, total it by payee in a spreadsheet, and exclude voided checks. Ask your accountant which payees need a 1099, since thresholds and rules change.

Can I print payroll checks for my crew?

Yes. Enter the net pay your payroll provider gives you, pick the employee from your saved list, and print the check with the pay period on the memo or stub. Every paycheck goes into the register, so you can see what you printed each week. Your payroll provider or accountant handles withholding and filings.

Can I pay several subs on the same pay day?

Yes. Enter up to 25 checks at once and print up to 50 together, each with its own job and invoice memo. Pick each sub from your saved vendor list, check the live previews and print on your stock. Every check lands in the register as it prints, so you can export a CSV and total by payee afterward.

Can I keep a separate bank account for each job or company?

Yes, within your plan's limit. The Occasional Pack allows 2 bank accounts, Mid Tier allows 4 and Unlimited has no limit. Each account has its own routing and account number, check numbering and saved alignment, so a large project or second business stays separate.

What does check printing for contractors cost?

There is a 14-day free trial with no card. After that, the Occasional Pack is $9.99 per month for 20 checks, Mid Tier is $13.99 for 60 checks and Unlimited is $29.99. Every plan has all features, you can cancel anytime in Settings, and the first payment has a 30-day money-back guarantee.

Guides for contractors and trades

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