Printing Checks Directly from Quickbooks and Categorization

Thanks for choosing QuickBooks Online (QBO) for managing your business. I'll share some insight and ensure you can succeed with using our product, @cboling. 

The printing check is for recording purposes only, but it's not like the money can be deposited. Ensure all the transactions in your bank statement match the QuickBooks Online records to avoid duplicates. 

When your bank is connected to Online Banking, QuickBooks will scan your bank data looking for matches, rules, and recognized transactions. QuickBooks recognize transactions are categorized. However, it will not recognize as a duplicate. 

One possible reason there are duplicates is that the deposits from the bank are added instead of matching them to entries that are already in QuickBooks. 

On the other hand, you've mentioned you do not use QuickBooks banking. May I know if you are referring to the banking page or QuickBooks checking? Any additional details about the problem are greatly appreciated.

For more details about categorization transactions, see this article: Categorize and match online bank transactions in QuickBooks Online. It's a step-by-step guide to categorizing transactions from your synced online bank accounts.

Additionally, I've included an article that'll help you match your QuickBooks accounts to your bank and credit card statements. This ensures your books are accurate: Reconcile an Account.

Here are some articles you can check for additional guidance and reference: 

• Manually add transactions to account registers in QuickBooks Online.
• Record and make bank deposits in QuickBooks Online.

You can always get back to us here in the Community if you have other questions about receiving payments and depositing them in QuickBooks. I'm always here to help.

Thank you, @LollyNino_C 

Just to clarify, we aren't yet encountering any issues, I just wanted to make sure the process would work on our end prior to implementing. 

I was referring to Quickbooks checking, which we do not currently use. What we are looking to implement is the check printing feature directly in Quickbooks (so that I can categorize transactions as I create/print checks). 

I think I misused the term "duplicate" when what I meant to use was the term "match."

Essentially, if I print checks directly from Quickbooks, and as I do so, I categorize the transaction, then when ultimately the payee deposits the check once received in the mail, will Quickbooks match that deposit transaction to the already categorized transaction which was recorded as I created the check to print through Quickbooks (in order to avoid a duplicate). It seems the answer is yes  

Thank you, @LollyNino_C 

Just to clarify, we are not yet encountering any issues, I just wanted to make sure the process would work on our end before implementing. 

I'm referring to Quickbooks checking, which we do not currently use. 

I believe the confusion stems from my use of "duplicate" when what I meant was "match."

In essence, I would like to use the Quickbooks check printing feature to create checks and categorize those items at the same time. I wanted to be sure once the payee received the printed check in the mail and deposited the check, that Quickbooks would match that deposit transaction with the transaction that would already be logged in Quickbooks from when the check was created and printed (in order to avoid a duplicate). It seems the answer is yes

Thank you! I’m realizing (I think) that I could simply create the check in Quickbooks for recording and categorizing purposes only, and hand write the actual check. Once the handwritten check is deposited, Quickbooks will match it to the previously recorded transaction. And the printing feature does not have to be used, right? 

Thanks for getting back to us, cboling. 

Yes, you're right.  If you have recorded the transaction in QuickBooks and then deposit a handwritten check, QuickBooks will attempt to match the deposit to the previously recorded transaction based on the date, amount, and other information.

However, if you do print the check, you should still record the transaction in QuickBooks to ensure accurate record-keeping.

I've collected some articles that you can check for additional resources when handling your bank transactions in QuickBooks Online (QBO):

• Categorize and match online bank transactions in QuickBooks Online.
• Reconcile an account in QuickBooks Online.

keep your post coming if you need more help with the check. I'm always here to assist you. Have a great day!

and Quickbooks will still match the deposited handwritten check to the recorded transaction in Quickbooks even though the dates will not match (the date the check was written and recorded in Quickbooks would differ from the date it was deposited by the payee)?

Good morning, could someone please reply to the below inquiry from last week:

and Quickbooks will still match the deposited handwritten check to the recorded transaction in Quickbooks even though the dates will not match (the date the check was written and recorded in Quickbooks would differ from the date it was deposited by the payee)?

thank you!

Good morning, could someone please reply to the below inquiry from last week:

and Quickbooks will still match the deposited handwritten check to the recorded transaction in Quickbooks even though the dates will not match (the date the check was written and recorded in Quickbooks would differ from the date it was deposited by the payee)?

thank you!

Hello there, @cboling.

Yes, QuickBooks Online (QBO) will match transactions with a different date. Just make sure the amount of the deposited handwritten check is the same. This way, QuickBooks will recognize and match the transactions.

I've added this link about categorizing transactions in QuickBooks: Categorize and match online bank transactions in QuickBooks Online. It's a step-by-step guide to categorizing transactions from your synced online bank accounts.

Please click this article to view detailed steps about reconciling your accounts. This way, it'll always match your bank and credit card statements: Reconcile an account in QuickBooks Online.

Let me know how it goes by leaving a reply below or if you have additional questions about matching transactions in QuickBooks Online. I'd be happy to help.

Thanks. I understand how to categorize and match transactions in Quickbooks. 

However, I want to start creating, recording, categorizing, and printing checks directly from Quickbooks. The date I create, record, categorize, and print a check will never be the same date the payee deposits it. Will Quickbooks still match the deposited check to the check I already recorded in Quickbooks? My bank accounts are synced. 

Thanks!

Thanks for chiming back on this thread, cboling. Allow me to share additional insights to ensure this gets everything sorted out.

When matching transactions in QuickBooks Online, we'll need to make sure the amount recorded on your account and the deposited handwritten check are accurate and similar. This way, QuickBooks will recognize and match these transactions even if both transactions have a different date. Also, you'll want to ensure the dates must be within the 90 days period. You can visit this article for more detailed information: Categorize and match online bank transactions in QuickBooks Online.

Additionally, you'll want to set up bank rules on your account to categorize these transactions automatically.

Furthermore, once these transactions are reviewed and categorized, you can begin reconciling your account to ensure they match your bank and credit card statements. 

Keep us posted in the comments below if you have additional queries managing your transactions. We'd be delighted to assist you further. Have a good one!

OK thank you. 

Just to clarify my question - instead of handwriting the check, I would like to draft it, record it, categorize it, AND print it directly from Quickbooks. I would then mail the check that I created and printed from Quickbooks to the payee, who would deposit it. I just wanted to be sure that Quickbooks would be able to match the transaction recorded on my account with the check deposited by the payee (NOT a handwritten check, but rather the check I recorded AND printed directly in Quickbooks). Just like any other check, the date it is created (whether by handwriting or printing) would not match the date it is deposited with a bank. 

Thanks for getting back to us, @cboling. 

With QuickBooks Online you can create, print, and mail the check you've created. An important factor to remember with checks is if you're just recording a hand-written check, once you save your check, you're all done. Everything is in QuickBooks. 

These are the steps to record a hand-written check in QuickBooks. You can also follow these steps to create and print a brand-new check:

1. Select the + New button.
2. Choose Check.
3. Click on the Payee from the dropdown.
4. From the Bank account dropdown, select the account the check withdraws money from.
5. Complete the check fields you need.
6. Tap on the Print check option if you want to open the check queue to print now. Or select the Print later checkbox if you want to print the check later.
7. Hit Save and close to close the check window. Or Save and new if you need to create another check. 

Please Note: If you choose a save option, this adds the check to your bank register, but only sends it to the print queue if you select Print later.

Before printing a check, make sure you go through the print checks setup so your printer and your checks line up right. You can print using your own checks, but they need to be formatted for QuickBooks. Or you can Order QuickBooks Compatible check from Intuit. 

Here's how to print: 

1. Select + New.
2. Choose Print checks.
3. Load your checks into the printer. 
4. Click on the checking account that you created the check from the dropdown.
5. In the Starting check no. field, enter the check number of the first check in the printer.
6. Select the checkbox next to each check you want to print.
7. Hit Preview and print.
8. If everything is correct, tap on Print.
9. If your checks print correctly, click Done.

That should do it. For additional details about printing and creating checks in QuickBooks Online, check out the help articles I've included below. 

• Print a check in QuickBooks Online
• Create and record checks in QuickBooks Online

Let me know if have any questions or concerns. I'm always happy to help you out. Take care! 

Thanks. What I was wondering is if the printed and recorded check would then match to the deposit transaction (since the date the check is recorded in quickbooks would not be the same as the date deposited by the payee). as a reminder my banking account is synced to quickbooks. 

at this point I guess I will just have to discover the answer through trial and error because it does not seem I can get the answer through this forum - unless maybe someone reads through this entire thread  

Would you be able to give me a step by step process for entering and printing checks.  We are new with QB on Line (Just transferred from QB Desktop). Although my bank accts show up in QB, we do NOT use the banking service.

1. How do I print and save the checks that I have entered in QB??

Thank you

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Hello there, National Bulb.

I've got the steps for entering and printing checks in QuickBooks Online (QBO).

First, let me guide you on creating and recording checks in QBO. 

1. Click the +New button.
2. Select Check under Vendors.
3. From the Payee dropdown, choose who you want to address the check to.
4. From the Bank Account dropdown, select the account you want the money to come from.
5. Fill out the rest of the fields accordingly.
6. You can print your check now or later. Here's the difference between the two options:

• Print now - If you choose this option, QuickBooks will save the check and redirect you to the Print Checks page.
• Print later - This option adds the check to the print queue, where you can enter the check number and print all your checks at once.

       7. Click Save and close to close the check window.

Then, make sure you go through the print checks setup before printing a check. This way, you'll ensure that your printer and checks are aligned. 

Here's how to print your checks:

1. Click the + New button.
2. Select Print checks under Vendors.
3. Load your checks into the printer.
4. Click on the checking account that you created the check from the dropdown.
5. In the Starting check no. field, enter the check number of the first check in the printer.
6. Select the checkbox next to each check you want to print.
7. Select Preview and print.
8. If everything is correct, click Print.
9. If your checks print correctly, select Done.

Let me share an additional tip. You can do a test print on plain paper first to check the alignment, so you don't waste checks.

Once done, your check should be saved and printed through QBO. If your checks don't print correctly, select the "some checks need reprinting" option or the option to "keep checks in the Print checks list".

For additional information about creating and printing checks in QBO, you can browse these articles:

• Print a check in QuickBooks Online
• Configure your print settings for printing checks in QuickBooks Online

Feel free to leave a reply if you have further concerns about managing your checks in QBO. I'll be around to help out.