# How Do I Print Payroll Checks in QuickBooks Online? (Complete Step-by-Step Guide)

Printing payroll checks in **QuickBooks Online** is simple once your payroll settings are configured correctly. Whether you're paying employees via paper checks or need to reprint a lost paycheck, this guide will walk you through the exact steps to print payroll checks smoothly and without errors.

QuickBooks Online allows businesses to run payroll, calculate taxes, and print paychecks directly from the system. If you're using QuickBooks Online Payroll (Core, Premium, or Elite), you can print checks on blank check stock or pre-printed forms.

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## Before You Print Payroll Checks (Important Setup Checklist)

Before printing payroll checks, make sure:

### ✅ 1. Payroll Is Set Up

You must have:

* Completed employee setup
* Entered W-4 details
* Added direct deposit (if applicable)
* Set pay schedules

### ✅ 2. Check Printing Preferences Are Configured

Go to:

**Settings ⚙ → Payroll Settings → Printing**

Choose:

* Voucher check
* Standard check
* Wallet check

Most businesses use **voucher checks** because they include a pay stub section.

### ✅ 3. Check Stock Is Ready

You can use:

* Pre-printed check stock
* Blank check stock (recommended for QuickBooks)

Make sure the paper is loaded correctly into your printer.

# Step-by-Step: How to Print Payroll Checks in QuickBooks Online

## Step 1: Run Payroll

1. Go to **Payroll** from the left menu
2. Select **Employees**
3. Click **Run Payroll**
4. Choose the correct **Pay Schedule**
5. Enter hours (if hourly employees)
6. Review wages, taxes, and deductions
7. Click **Preview Payroll**
8. Click **Submit Payroll**

If you selected “Print Check” as the payment method, QuickBooks will now prepare the checks for printing.

## Step 2: Print the Payroll Checks

After submitting payroll:

1. Go to **Payroll**
2. Click **Employees**
3. Select **Paycheck List**
4. Find the paychecks marked as **To Print**
5. Click **Print Checks**

Alternatively:

* QuickBooks may automatically redirect you to the print screen after payroll submission.

## Step 3: Configure Print Settings

Before printing:

* Confirm check type (Voucher / Standard)
* Verify starting check number
* Preview the checks
* Load check stock correctly into printer

Click **Print**

# How to Reprint Payroll Checks in QuickBooks Online

If you need to reprint:

1. Go to **Payroll → Employees**
2. Click **Paycheck List**
3. Find the paycheck
4. Click the paycheck to open it
5. Select **Print**
6. Confirm check number
7. Print again

⚠ Important: If the check was already marked as printed, you may need to select “Print Later” first before reprinting.

# How to Print Past Payroll Checks

To print old payroll checks:

1. Go to **Payroll**
2. Click **Paycheck List**
3. Filter by date
4. Select the paycheck
5. Click **Print**

You can also print multiple checks at once if needed.

# How to Print Pay Stubs Only

If you use direct deposit but employees want a paper stub:

1. Go to **Payroll → Employees**
2. Click **Paycheck List**
3. Open the paycheck
4. Click **Print Pay Stub**

Employees can also access pay stubs through their Workforce login.

# Common Problems When Printing Payroll Checks (And Fixes)

### Checks Not Showing in “To Print”

**Fix:** Make sure payment method was set to “Paper Check” during payroll run.

### Alignment Issues

**Fix:**

* Use the alignment tool inside print settings
* Print on plain paper first for testing
* Adjust printer margins if necessary

### Wrong Check Number

**Fix:**

* Verify starting check number before printing
* Edit paycheck if necessary before printing

### Printer Not Responding

**Fix:**

* Update printer drivers
* Clear browser cache
* Try another browser (Chrome recommended)

# Best Practices for Printing Payroll Checks

✔ Always print a sample on plain paper first
✔ Use compatible check stock
✔ Keep check numbers organized
✔ Store printed checks securely
✔ Reconcile payroll expenses monthly

# Can I Print Payroll Checks Without a Payroll Subscription?

No. You must have an active payroll subscription in QuickBooks Online Payroll to generate and print payroll checks.

If you cancel payroll services, you cannot create new paychecks.

# Frequently Asked Questions (FAQs)

### 1. Can I print payroll checks on blank paper?

Yes, but you must use blank check stock designed for QuickBooks formatting.

### 2. How do I change a paycheck from direct deposit to paper check?

You must delete the paycheck (if not processed) and recreate it with the correct payment method.

### 3. Why is my check amount different from preview?

This usually happens due to tax recalculations. Review payroll details before submission.

### 4. Can I print multiple payroll checks at once?

Yes. Use the “To Print” list to select multiple checks.

### 5. Where can employees access digital pay stubs?

Through QuickBooks Workforce employee portal.

# Final Thoughts

Printing payroll checks in **QuickBooks Online** is a straightforward process once your payroll setup is complete. The key steps include:

* Running payroll correctly
* Selecting paper check as payment method
* Verifying check numbers
* Using proper check stock

By following this guide, you can confidently print, reprint, and manage payroll checks without errors.