Who needs check printing software, and what difference does it make?
Check printing software is for anyone who writes checks regularly and wants them accurate, consistent and recorded: small businesses, landlords, contractors, nonprofits, bookkeepers and more. It turns a slow, error-prone task into one you finish in minutes, with a clear record of every payment.
14-day free trial. No card needed. Start printing right after you sign up.
Checks are still part of running a business
Cards and bank transfers handle a lot of payments, but checks have not gone away. Landlords, suppliers, contractors, schools, churches and government offices still ask for them, and many owners prefer a check because it leaves a clear paper trail and does not need the other person's bank details.
The trouble is the old way of writing them. Ordering pre-printed checks takes days and costs money, and hand-writing each one invites mistakes. Check printing software replaces both: you type the details, check the preview and print a finished check on your own printer, then keep a record of it.
Who needs check printing software
If you recognize your situation below, software is likely to make your week easier. Each group has a page with details for that kind of work.
Small business owners
If you still pay suppliers, landlords, contractors or utilities by check, software lets you print one in minutes instead of waiting on a checkbook order, and keeps every payment in one searchable record.
Landlords and property managers
Owner payments, repair invoices, deposit returns and vendor bills all go out by check. Several properties often mean several bank accounts, which software keeps separate and organized.
Contractors and trades
Paying subcontractors, suppliers and crews on the day the work is done is easier when you can print the check from the office or the truck, with the job or invoice noted on the stub.
Churches and nonprofits
Small teams, volunteer treasurers and tight budgets: software gives clear, consistent checks and a record a board or auditor can follow, without paying per check.
Bookkeepers and accountants
Managing checks for several clients means several accounts and several formats. One tool keeps each client's checks, numbers and register separate.
Daycares and small shops
Rent, supplies, refunds and the occasional payroll-style payment are routine. Printing on demand beats keeping a stock of ordered checks for a handful of payments.
Law firms
Firms that cut checks for vendors, filing fees and expenses benefit from clean records and consistent formatting. Trust accounts have special rules, so ask your accountant and your bar association first.
Auto repair shops
Parts suppliers expect payment against invoices. Printing the check with the invoice numbers on the stub tells the supplier exactly what you are paying.
Signs it is time to switch
You may be ready for software if any of these sound familiar:
- You write more than a few checks a month and ordering checkbooks feels slow or expensive.
- You have run out of checks at the wrong moment, or waited days for a reorder.
- You hand-write checks and sometimes make mistakes, such as a wrong amount in words or a crossed-out date.
- You keep several bank accounts or several businesses and need to keep their checks apart.
- You want a record of every payment without copying numbers into a spreadsheet by hand.
- You pay vendors against invoices and want the invoice details to travel with the check.
- You need to know which of your checks the bank has already paid.
What check printing software changes in your business
Here is what actually changes when you stop hand-writing and ordering checks, and start printing them.
- 1
Time: a check in minutes, not days
You enter the payee, amount, date and memo, check the live preview and print. There is no order to place and no stock of pre-printed checks to run down. For a small business, that turns a reorder cycle into a task you finish while the vendor is still on the phone.
- 2
Accuracy: fewer mistakes on the check
The amount in words is written for you from the number, so the two always match. The check number, date and bank number line (MICR) are generated and positioned for you, which removes the small slips that make a bank question a check.
- 3
Consistency: checks that look professional
Your name, address, logo and signature appear the same way on every check. A clean, consistent check reads as a business that has its paperwork in order.
- 4
Records: a register you can search
Every printed check is saved with its number, payee, amount and date. You can search, filter by month or bank account, download a CSV for your accountant or bookkeeping software, and keep a history instead of a drawer of check stubs.
- 5
Control: know what has cleared and what is still out
Check Writer 123 includes a clearing tracker. When a check shows up on your bank statement, you tick it off, and charts show how many checks and how many dollars have cleared and how many are still outstanding. That helps you avoid spending money that is already committed to checks in the mail.
- 6
Cost: pay for what you print
Instead of ordering pre-printed checks, you print on your own printer and use only the checks you need. What you save depends on how many checks you write and what you pay for ordered checks now. To compare fairly, add the subscription, check paper and ink, and set that against your current cost.
- 7
Flexibility: more than one account, any computer
Because it runs in a web browser, you can print from any computer and printer. Multiple bank accounts, saved vendors and employees, and batch printing for a weekly bill run are there when you need them.
When you may not need it
Software is not for everyone. You can probably skip it if:
- You write one or two checks a year. Hand-writing may be simpler.
- You pay everything by card, ACH or bank bill pay, and checks are rare.
- You need payroll with tax calculations. Check Writer 123 prints and records checks, but it does not calculate wages or taxes, so use your payroll provider or accountant for that.
How to get started
Getting started takes about ten minutes. Add your bank account once, write a check and watch the live preview, run a free Test Print on plain paper to check the alignment, then print on blank check stock, pre-printed stock or plain paper. Follow how to set up your first check for the steps, or compare online and desktop options, or read why easy check printing software is worth choosing.
Plans start at $9.99 a month with no per-check fee, and every account begins with a 14-day free trial with no card needed. See the pricing page to compare plans, or read the full guide to check printing software.
Frequently asked questions
Who needs check printing software?
Anyone who writes checks regularly and wants them accurate, consistent and recorded: small business owners, landlords and property managers, contractors, churches and nonprofits, bookkeepers, daycares and small shops, law firms and auto repair shops. If ordering checks is slow or costly, or you keep several bank accounts, software helps most.
Is it worth it if I only write a few checks a month?
It can be. The Occasional plan is $9.99 a month for up to 20 checks and 2 bank accounts, with no per-check fee. If you write a handful of checks a month and value fast, accurate checks and a record of each one, it is a low-cost way to stop ordering checkbooks. If you write almost none, hand-writing may be enough.
What difference does check printing software make in a business?
It saves time, because you print a check in minutes. It reduces errors, because the amount in words, number and date are generated for you. It keeps a searchable record of every payment, and it lets you track which checks have cleared your bank. It can also lower cost compared with ordering pre-printed checks, depending on how many you write.
Do I need special equipment?
No. You need a computer with a web browser, a printer that takes letter-size paper, your bank's routing and account numbers, and check paper: blank check stock, pre-printed check stock or plain paper. Nothing is installed.
Will my bank accept checks I print myself?
Printing your own checks is legal in the US. Checks printed on blank check stock with a correct bank number line carry the same information as bank-issued checks. Acceptance is the bank's decision, and plain-paper checks are usually best for deposits you make yourself, so ask your bank if you are unsure. Run a free Test Print first to check alignment.
Can I try it before I commit?
Yes. Every account starts with a 14-day free trial and no card is needed. Nothing is charged automatically, and you can cancel any time. See the free trial details for how it works.
See the difference for yourself
Start your 14-day free trial, run a free Test Print, and print your first check in minutes. No card needed.