If you are currently a small business owner, you might wonder how to print business checks.
Over the past few years, the check printing industry has shifted with modern technology. In the past, you would have to place an order with your bank and wait several weeks for your checks to arrive. Today, with online check-writing software, you can print and mail checks instantly with just a few simple clicks.
There are reasons why a business might want to shift towards printing checks online. For example, most modern software makes it easy to create customized checks that align with your brand. This will help reinforce the strength of your brand and help project an image of professionalism.
In this article, we will discuss everything your business needs to know about check printing and mailing. Though you may be hesitant to replace your old systems with something new, making this change can really pay off in the long run.
It’s Legal To Print Checks at Home
It is legal to print checks at home as long as you meet specific requirements. The checks must adhere to banking standards, which include using the proper check stock paper, magnetic ink (MICR) for the MICR line, and a compatible printer. This ensures that the checks are readable and processable by bank systems. By following these guidelines, individuals and businesses can print checks at home legally and securely.
Check 21 Makes Printing Checks at Home a lot More Convenient
The Check Clearing for the 21st Century Act, commonly known as Check 21, was enacted in 2004 to improve the efficiency of the banking system. Before Check 21, physical checks had to be transported to the bank where they were issued for clearing, which was a time-consuming and costly process. Check 21 changed that, allowing banks to process checks electronically by creating a digital image, known as a substitute check, which can be transmitted electronically.
This change significantly sped up the clearing process, reducing the time it takes for checks to clear from several days to within a day. It also reduced the costs associated with physical transportation and handling of paper checks, leading to a more streamlined and efficient banking system.
Check 21 has had a notable impact on those printing their own checks. With the ability to deposit checks electronically, the reliance on magnetic ink (MICR) has somewhat diminished, as many banks have updated their systems to process electronic images rather than physical checks.
However, to avoid potential issues with banks that still require MICR for certain transactions, it remains advisable to use MICR ink or toner for printing checks. This ensures that checks are compliant with all banks, minimizing the risk of delays or rejections. Overall, Check 21 has made check printing more accessible and convenient.
Step-by-Step Check Printing Overview
Choose Check Printing Software
- Select reliable check printing software that fits your business needs. Examples include QuickBooks, Xero, or Checkeeper.
Gather Required Supplies
- Check Stock Paper
- MICR Font
- Magnetic Ink or Toner
- Printer
Install and Set Up Software
Follow the software’s installation instructions.
- Configure settings according to your business requirements (e.g., company logo, check format, bank details).
Design Your Check Template
- Create a new check template or customize a check printing template to include necessary information such as the payee’s name, amount, date, and memo.
- Ensure the MICR line (account number, routing number, check number) is correctly formatted.
Load Check Stock Paper
- Load the check stock paper into your printer, making sure it is properly aligned.
Print a Test Check
- Print a test check to ensure all elements are correctly aligned and readable.
- Verify that the MICR line is properly printed in magnetic ink.
Review and Adjust
- Carefully review the test check for any errors or misalignments.
- Make necessary adjustments in the software settings or printer alignment.
Print Checks
- Once the template and alignment are confirmed, proceed to print the required number of checks.
- Monitor the printing process to ensure consistency and quality.
Store Checks Securely
- Store printed checks in a secure location to prevent unauthorized access and potential fraud.
Maintain Records
- Keep records of all printed checks, including dates, amounts, and recipients for accounting and auditing purposes.
What Does My Business Need in Order To Print Checks?
In order for your business to write checks on its own, you will first need to begin by gathering basic check printing materials. Unfortunately, printing checks on your own will require you to purchase a bit more than ordinary printing paper.
The materials needed to print checks include:
- Check Printing Software: Software to print checks makes it easy to organize your checks, add special features, and create the professional touches you need. QuickBooks and Xero are among the most popular options available, though working with check software from SmartPayables may be a better option. SmartPayables offers check printing services for businesses and lets you print business checks at home.
- Check Stock Paper: As you have probably noticed, check paper is a bit different from ordinary printer paper. By purchasing thicker paper (stock paper), checks become more difficult to alter or forge.
- MICR Font: Magnetic Ink Characters (MICR) are a specific font that is easier for computers to read. This type of font will be essential for printing checks.
- Magnetic Ink: As another added safety measure, checks have a special type of ink known as thermochromatic ink.
- Industrial Printer: Many desktop printers (the kinds you probably have at home) cannot handle printing ordinary checks. Because of this, your business may need to purchase an industrial printer capable of handling larger loads.
Naturally, making an investment in check printing materials makes sense for some businesses but not others. Before deciding which path forward makes the most sense for you, it will be important to conduct a thorough cost-benefit analysis.
The check printing process is not particularly complicated, but there are still multiple different steps involved along the way.
If you are mailing your checks, you may also want to consider professionally printing the corresponding envelopes as well.
Are There Companies Available That Can Help Me Print Checks?
There are plenty of instances where companies will want to print and mail each of their checks on their own. However, in the era of specialization, many companies have decided to look for some outside help. Currently, there are many professional check printing partners available for your business to choose from.
There are several reasons your business may want to outsource its check printing and mailing needs. Because the partner you’ll be working with is a check printing specialist, they will already have pre-established protocols that make it easy for your business to begin printing in a matter of just a few days. Additionally, because things such as industrial printers, envelopes, card stock, and ink were purchased in bulk, your business may be able to reduce its total check-printing costs.
When Should You Outsource My Check Printing Needs?
As you will find when deciding whether to outsource any component of your business, there are plenty of details that need to be considered before making any final decisions. While you may want to know how to print checks at home, there are some features that only a check printing service can offer. When contemplating which path forward makes the most sense for your business, ask yourself the following questions:
- How many checks does my business currently print per month?
- Does my business already have the materials needed to print checks on its own?
- Which special security features — such as security ink and company logos — do I hope to incorporate into my checks?
- What is the marginal cost of printing additional checks? Do these costs decrease as my business expands?
If your business has a high demand for check printing, outsourcing may be your best option. Typically, the more checks your business prints, the more you will save on a per-unit basis. If your business requires a large number of customized features, then outsourcing will probably be your best course of action. For example, an online check printing service can facilitate personalized business checks with a logo design tailored to your company.
What Should My Business Look for in a Check Printing Partner?
If you have made the decision to outsource your check printing responsibilities, the next choice you will need to make is who you plan on working with. With many different check printing companies available to choose from, it can be difficult to know which is best for your business.
When comparing your options, consider taking a look at the following variables:
- Does the company offer an API that makes it easy to manage checks from afar?
- What is the company’s current cost structure?
- In addition to check printing, are there any other services — such as statement printing and mailing — that my business can have access to?
- Is there a representative available that is willing and able to answer my questions?
These are just a few of the questions that your business may want to be asking. After taking the time to do your research, speak with a representative, and get a cost estimate, the choice that is right for you should be a bit clearer.
Print Your Checks Online With SmartPayables
Check printing and mailing are essential components of the business cycle. Without checks, vendors will not be paid, and your business will inevitably suffer as a result. Whether you plan to print checks on your own or outsource to someone with more resources and experience, it will be important for your business to understand each component of the check printing process.
SmartPayables is the best place to order checks online, thanks to our advanced security features, custom check printing software integrations, and on-time delivery guarantees. For more information about online check printing, contact our payment experts at SmartPayables and call (720) 287-0030 or visit our contact form here.
Founded in 2005, Smart Payables offers a full range of accounts payable payment solutions including outsourced check printing and mailing, document and statement printing and mailing, ACH direct deposits + more. Our highly experienced software developers and intelligent printing teams specialize in secure, enterprise-grade payment options that are HIPAA, SOC 1 Type 2, and ISO compliant. Our mission is to help businesses and large organizations implement secure, innovative technology that will reduce overhead and improve business operations and capabilities.