Change a direct deposit paycheque to a paper paycheque in QuickBooks Payroll

Learn how to pay a paper paycheque to an employee who’s usually paid via direct deposit in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

If you want to pay your direct deposit employee a paper paycheque just for one time, you can do this in QuickBooks Payroll. Future paycheques will change back to direct deposit.

Check out these scenarios and follow the steps to change a direct deposit paycheque to a paper one.

In this article, you'll learn what to do when:

• A paycheque hasn't been created
  • In QuickBooks Online
  • In QuickBooks Desktop
• A direct deposit paycheque has been created but not yet sent to Intuit
  • In QuickBooks Online
  • In QuickBooks Desktop
• A direct deposit paycheque has been sent to Intuit

Scenario 1: A paycheque hasn’t been created

QuickBooks Online Payroll

You can switch the employee’s pay method to Paper cheque as you run payroll.

1. Go to Payroll, then Employees.
2. Select Run payroll.
3. Select the employee's row.
4. Select Edit in the Payment method section.
5. Select Edit and select the ▼ dropdown to switch the pay method to Paper cheque.
6. Select Save and Done.
7. Preview and submit your payroll.

QuickBooks Desktop Payroll

If you haven't created the paycheque, you can run it as a paper one. 

1. In the Create Paycheques window, open the payroll.
2. In the Enter Payroll Information window, select Open Pay Cheque Detail.
3. Clear the Use Direct Deposit option.
4. Select Save & Close.

Scenario 2: Direct deposit paycheque has been created but not yet sent to Intuit

QuickBooks Online Payroll

Step 1: Delete the paycheque

If the direct deposit payment hasn't been processed yet, you can try to delete the direct deposit cheque.

Step 2: Re-create the paycheque

1. Go to Payroll, then Employees.
2. Select Run payroll.
3. Select the employee's row.
4. Select Edit in the Payment method section.
5. Select Edit and select the ▼ dropdown to switch the pay method to Paper cheque.
6. Select Save and Done.
7. Preview and submit your payroll.

QuickBooks Desktop Payroll

If you’ve already created the direct deposit paycheque but haven't sent it yet, you can edit it to make it printable.

Step 1: Edit the direct deposit paycheque

1. Go to Employees, then select Edit/Void Pay Cheques.
2. Change the date range to the date of the pay cheque.
3. Double-click the pay cheque.
4. Clear the Memo line that states "Direct Deposit”.
5. Select Pay Cheque Detail.
6. Clear the Use Direct Deposit option.
7. Select OK, then Save & Close.

Step 2: Clear the checkbox on the register

It’ll remove the cleared mark so that the cheque will show on your reconciliation report.

1. Go to Banking, then select Use Register. 
2. Select the account you use for direct deposit from the dropdown ▼.
3. Select OK.
4. Find the paycheque and clear the check box next to the amount.
5. Select Record.
6. Repeat these steps for each employee if applicable.

Scenario 3: Direct deposit paycheque has been sent to Intuit

If the direct deposit has been sent to Intuit, you need to void the paycheque and create a paper one. 

Note: Check your payroll service processing time, to find out when QuickBooks allows you to void a paycheque.