Check records for small business: find any check fast
When you print checks with Check Writer 123, every check is saved with its number, payee, amount and date. You can search the register, print a register report, download it as a CSV file and tick checks off as your bank clears them. It records checks you print in the app, not payments you make another way.
A register of every check you print, with the full report and CSV on the paid plans.
Why check records go missing
Stubs and notes get lost
A handwritten stub or a note in a notebook is easy to lose, hard to search and impossible to share. When someone asks about a payment from months ago, the answer is often missing.
Duplicate or missed entries
Writing a check and entering it in the books later is where mistakes appear. Entering the same payment twice, or forgetting one, causes headaches at reconciliation.
Reconciling takes detective work
Matching a bank statement to a pile of paper takes time. Without a list of what you issued, it is hard to see which checks are still outstanding.
Handing records to an accountant is messy
An accountant needs a clean list of payments. Photocopies of stubs are slow to prepare and slow to enter.
How to keep clean check records in five steps
The software records most of this for you as you print. These steps show how to use it.
- 1
Use one place to write every check
Write and print each check in Check Writer 123 so the register holds them all. Checks written by hand still need to be entered somewhere else.
- 2
Use the memo line and invoice details
Add an invoice number or account number in the memo so the record says what the check paid for. See our memo line guide.
- 3
Search when someone asks
Look up a check by payee, number or amount to answer a vendor or confirm what you paid.
- 4
Tick off checks as they clear
Open the check clearing tracker, tick each check when it shows on your bank statement and see what is still outstanding.
- 5
Export for your bookkeeper
Download the register as a CSV file, or print a register report, and send it to your accountant at month end or year end.
What the register and tracker keep for you
A record of every printed check
Number, payee, amount, date and the bank account used are saved when you print, and the check number is assigned for you.
Search and filter
Find prior check records by payee, number, date or amount instead of searching through papers.
CSV export and register reports
Download the register as a CSV file for your accountant or print a register report. Checks are not imported from other software.
Check clearing tracker
Mark checks cleared when the bank pays them, and see how many are outstanding and the dollar total still to leave the account.
Activity history on each check
Each check keeps a history, including reprints and voids, so a question about one payment has an answer.
Saved vendors
Keep supplier payments together by recipient and use consistent names.
An example: answering a vendor's question
A small distributor emails a shop owner asking whether invoice 7710 was paid. The figures here are an illustration, not a customer story.
The owner searches the register for the vendor, finds check 1482 for the right amount, sees the date it was printed and that it shows as cleared, and replies in a couple of minutes. At month end, she downloads the register as a CSV file for her bookkeeper.
An illustration with made-up figures, not a real customer.
14 ways good check records help a small business
Only counting what the software actually records, these are the main benefits:
- Search payment history and look up check numbers.
- Review amounts paid to a vendor.
- Find a recipient's checks together.
- Reduce dependence on paper notes.
- Review past transactions when a question comes up.
- Organize vendor payments by payee.
- Support bookkeeping with exports and reports.
- Compare records when checking whether a payment was entered twice.
- Assist reconciliation against bank statements.
- Help answer vendor questions with exact details.
- Prepare records for an accountant.
- Use consistent fields for payment details so less is missing.
- Make it easier for an authorized replacement employee to find records.
- See outstanding checks at a glance.
What the register does not do
It records checks printed in Check Writer 123. It does not connect to your bank, import transactions or sync with accounting software, and it does not replace your accountant's books. Many people record each printed check in QuickBooks or Quicken using the same check number. See print checks without QuickBooks and our QuickBooks page.
Keeping records safe
Your register contains payee names and amounts, so protect your account with a strong password and only invite team members you trust. Deleted checks stay in a read-only archive for a year, and a printed check counts toward your monthly limit even if you delete it later.
What it costs
One flat monthly price. Every paid plan has all check templates, batch printing and the check register. Logo, signature and cloud backup come with Mid Tier and Unlimited. You also pay for your own paper and ink.
Occasional Pack
$5.99
per month
20 checks a month
1 bank account
Mid Tier
$10.99
per month
60 checks a month
4 bank accounts
Unlimited
$25.99
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
Does Check Writer 123 keep a record of my checks?
Yes. Every check you print is saved with its number, payee, amount, date and bank account. You can search the register, print a register report or download it as a CSV file.
Can I search for a check?
Yes. You can look up checks in the register to find a prior payment by payee, check number, date or amount, which helps when a vendor asks about an invoice.
Can I export checks to my accountant?
Yes. Download the register as a CSV file or print a register report. There is no direct connection to accounting software, so many people also enter each check in their books using the same check number.
Can I see which checks have cleared?
Yes. The check clearing tracker lets you tick a check when it appears on your bank statement. It shows how many checks are cleared or outstanding and the dollar totals.
Does it connect to my bank to track payments?
No. Check Writer 123 does not connect to your bank. You tick checks off yourself when you see them on a statement.
What does Check Writer 123 cost?
The Free plan keeps a list of your printed checks and prints 5 checks a month with 1 bank account; the printable register report and CSV download come with the paid plans. Paid plans are $5.99 a month for 20 checks, $10.99 for 60 and $25.99 for unlimited, with no per-check fee.
Guides for small businesses that need better check records
- How to Print Checks Without Accounting Software
- How to Print Checks Without QuickBooks
- What Is the Memo Line on a Check? Where It Is and What to Write
- What to Write on the Memo Line of a Check: 40+ Examples to Copy
- How Small Businesses Can Print Their Own Checks
- Check Printing Software Buyer's Checklist: 12 Things to Compare
Also for
- Anyone who prints their own checks
- Small businesses
- Mac users
- Windows users
- Chromebook users
- Landlords and property managers
- Contractors and trades
- Churches and nonprofits
- Bookkeepers and accountants
- Daycares and small shops
- Law firms and small practices
- Auto repair shops and dealerships
- People who want to try check printing software first
- People who want free check printing software
- People deciding whether to pay for ACH payment software
- People deciding whether to pay for wire transfer software
- People deciding whether to pay for check mailing services
- People deciding whether check writing software is worth it
- People who handwrite checks and want something easier
- People deciding between printing checks and ordering them
- People comparing check writing software with what their bank offers
- People who want to save time writing checks
- People who want to avoid check writing mistakes and wasted checks
- People who print checks now and then
- People searching to buy checks online
- People who do not want a subscription
- People wondering what a digital checkbook is
- People comparing a digital checkbook with regular checks
- People who want to know how a digital checkbook works
- People weighing the benefits of a digital checkbook
- People checking the price of a digital checkbook
- Businesses that pay by check
- Employers who pay staff by check
- People who print on blank check stock
- People who print the MICR line on checks
- LLC owners
- Anyone: print checks online
Know exactly what you paid and when
Start on the free plan, 5 checks a month with no card, and let the register keep your records.