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Intuit

Create and use electronic signature for checks and paychecks

Learn how to add an electronic signature for checks and paychecks in QuickBooks Desktop.

If you need to add a digital signature to your checks or paychecks, you can scan and add them into QuickBooks. Here's how.

QuickBooks Desktop for Windows

Reminder:

  • If you use QuickBooks user names and passwords, the signature file is stored by user name and company. If you don't have multiple user names and passwords, the Admin is the implicit user.
  • This feature is not available for Wallet checks.

Step 1: Create the electronic signature

  1. Write your signature on a piece of paper.
  2. Scan the image to your computer at an 11:3 aspect ratio. We'll size your signature and place it above the signature line on Intuit supplied checks.
  3. Save the image in .bmp, .jpeg, .png, or .tiff format.

Step 2: Add and use the electronic signature for checks and paycheck

  1. From the QuickBooks File menu, select Printer Setup...
  2. In the Form Name dropdown list, select Check/Paycheck.
  3. Select the Print Signature Image checkbox.
  4. In the Signature window that appears, select File.
  5. Find the file that contains the signature, then select Open.
  6. Select OK in the Signature window, then select OK in the Printer Setup window.

QuickBooks Desktop for Mac

Step 1: Create a signature file

Note: Only a user with admin privileges can add a signature file.

  1. Sign your name on a blank, white piece of paper using a black or blue ink pen. Make your signature the same size as when you physically sign a check.
    Note: If there are two signatures to add, ask the second party to sign his name beneath yours. Make sure that the space between your signatures are the same with the signature lines on your check.
  2. Scan the image to your computer at an 11:3 aspect ratio. We'll size your signature and place it above the signature line on Intuit supplied checks.
  3. Save the image in .jpeg or .png file format.

Step 2: Change the Signature preferences

Use Signature preferences to manage the different signature files you’ve uploaded to QuickBooks.

  1. Open your company file.
  2. From the QuickBooks menu, select Preferences.
  3. Select Signatures.
  4. Select the plus + icon.
  5. Find the image file you want to add, then select Open.
  6. Close the window.

QuickBooks copies your signature file to the same location as your company file.

Step 3: Add the signature to checks

Note: Only users with admin, checking account, and accounts payable privileges can use the signature.

  1. From the Banking menu, select Write Checks.
  2. Select an existing check, or create a new one.
  3. Select the Signatures icon.
  4. Select the signature you want to use.
  5. Select Save. QuickBooks adds this signature to all of your checks.

Remove a signature from checks

  1. Open a check.
  2. Select the Signatures icon.
  3. Select No Signature.
  4. Select Save. QuickBooks removes the signature from all of your checks.

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