How to Reprint Checks and Paychecks in QuickBooks Desktop & Online

A lost, damaged, or incorrectly printed check can delay payments and create unnecessary accounting work. You also need to print another paycheck when an employee loses the original, requires a copy for their records, or the first printout is unusable. You can print another copy (and not disrupt your accounting and payroll records) by finding the original transaction and clicking on the appropriate print option.

QuickBooks provides a convenient way to reprint checks and paychecks from existing transactions, so you can resolve these issues without entering the payment again. You can print another copy without disturbing your accounting and payroll records by locating the original transaction and selecting the proper print option. In this guide, we’ll discuss the prerequisites for reprinting checks and paychecks in QuickBooks, how to reprint checks and paychecks in QuickBooks Desktop and Online, tips for accurate printing, and more.

Prerequisites for Reprinting Checks and Paychecks in QuickBooks

Before you begin, verify your access, transaction details, printer setup, check stock, and check number sequence. Here are the key prerequisites to check before reprinting checks and paychecks in QuickBooks.

Parameters	Details
User Access	Sign in with an account that has permission to view and print checks or payroll transactions.
Recorded Transaction	Ensure the original check or paycheck is saved in QuickBooks before reprinting it.
Transaction Details	Keep the payee or employee name, payment date, amount, and check number handy.
Printer Setup	Connect a working printer and verify the paper size, margins, orientation, and alignment.
Check Stock	Load compatible blank or pre-printed check stock correctly into the printer.
Starting Check Number	Match the physical check number with the number QuickBooks displays to avoid sequence conflicts or gaps.
Payroll Access	For paychecks, make sure you can access the relevant employee payroll transaction.
Transaction Review	Confirm that you selected the correct existing transaction before printing to avoid duplicate payments.

What are the Steps to Reprint Checks in QuickBooks Desktop & Online?

In QuickBooks Desktop and Online, you can reprint a check by locating the original transaction and clicking the Print Check button or option there. The navigation differs by version, so follow whichever method applies to your QuickBooks. Here are the steps to reprint checks in QuickBooks Desktop and Online:

Steps to Reprint Checks in QuickBooks Desktop

You can reprint an existing check in QuickBooks Desktop by opening the original transaction through Write Checks or the Check Register and selecting the print option. Here are the steps to reprint a check in QuickBooks Desktop:

1. Go to Banking > Write Checks. 
2. Use the Previous or Next buttons to locate the check you want to reprint. 
3. Select the Print drop-down and choose Check. 
4. Verify the Check Number in the dialog box. If you are using a new blank check, enter its correct number. 
5. Select OK and review the print settings. 
6. Load the appropriate check stock and select Print.

Reprinting a Check from the Check Register

1. Go to Lists > Chart of Accounts and open the bank account associated with the check. In some QuickBooks Desktop versions, you can access the register through Banking > Use Register. 
2. Find the check you want to reprint and double-click the transaction. 
3. In the Write Checks window, select Print and choose Check. 
4. Verify the check number and printer settings. 
5. Select OK, then Print to print the existing check.

Steps to Reprint Checks in QuickBooks Online

To reprint a check in QuickBooks Online, simply access the original transaction and click Print there. If you want to print your saved checks at a later time, you can print them in bulk using the Print Checks workflow. Here are the proven steps to reprint checks in QuickBooks Online.

Method 1: Reprint a Single Check

1. Go to Expenses or Transactions from the left navigation menu. 
2. Use the available filters to locate the check you want to print again. 
3. Select the check to open its transaction details. 
4. Click Print Check at the bottom of the transaction. 
5. Review the check details and print settings in the preview. 
6. Confirm that the correct check stock is loaded and the printer is ready. 
7. Select Print to produce the check.

Method 2: Print Multiple Checks

Use this method when you have checks that were created and marked for Print Later.

1. Select + Create or + New, then choose Print Checks. 
2. Select the appropriate Bank Account. 
3. Select the checks available for printing. 
4. Verify the check numbers and other printing details. 
5. Select Preview and Print to review the checks. 
6. Confirm the layout and printer settings. 
7. Select Print to print the selected checks.

How to Reprint Paychecks in QuickBooks Desktop & Online?

In QuickBooks Desktop and Online, you can print a reissue check by finding the employee’s original payroll transaction and clicking on the print option. Here are the steps to reprint paychecks in QuickBooks Desktop and Online:

Steps to Reprint Paychecks in QuickBooks Desktop

You can reprint a paycheck in QuickBooks Desktop by opening the original paycheck, marking it for printing, and selecting it from File > Print Forms > Paychecks. Here are the steps to reprint a paycheck in QuickBooks Desktop:

• Go to Lists > Chart of Accounts.
• Double-click the bank account used to issue the paycheck.
• Find and double-click the paycheck you want to reprint.
• In the paycheck window, select Print Later, then click Save & Close.
• If you need to reprint additional paychecks, repeat these steps for each paycheck.
• Go to File > Print Forms > Paychecks.
• Choose the payroll bank account.
• Choose the paycheck or paychecks you wish to print.
• Make sure your first check number matches the first check stock you have loaded in your printer.
• Check the printer settings and choose Print.

Steps to Reprint Paychecks in QuickBooks Online

You can reprint a previously recorded paycheck in QuickBooks Online from the Paycheck list. You can filter the list by employee or date range, open the required paycheck, and print it from the preview. Listed below are the steps to reprint paychecks in QuickBooks Online. 

• Go to All apps > Payroll > Employees. 
• Under Run payroll, select Paycheck list. 
• Select Filter to narrow the results by Date range or Employee, if needed. 
• Locate and select the paycheck you want to reprint. 
• In the Action column, select Print pay stub. 
• Review the paycheck or pay stub in the preview window. 
• Select the printer icon and choose your printer. 
• Review the print settings and select Print.

How to Reprint Pay Stubs in QuickBooks Desktop & Online?

To reprint a pay stub in QuickBooks, find the paycheck that was previously written for the employee and choose the print option. The workflow is different depending on whether you are using QuickBooks Online or QuickBooks Desktop, so make sure to follow the instructions depending on what version you have.

Steps to Reprint Pay Stubs in QuickBooks Online

You can reprint a pay stub in QuickBooks Online by opening the employee’s paycheck from the Paycheck list and selecting Print pay stub. Here are the steps to reprint a pay stub in QuickBooks Online:

1. Go to All apps > Payroll > Employees. 
2. Under Run payroll, select Paycheck list. 
3. Select Filter to narrow the results by date range or employee. 
4. Locate and select the paycheck associated with the pay stub you need. 
5. In the Action column, select Print pay stub. 
6. Review the pay stub in the preview. 
7. Select the printer icon and choose your printer. 
8. Review the print settings and select Print.

Steps to Reprint Pay Stubs in QuickBooks Desktop

You can reprint pay stubs in QuickBooks Desktop through File > Print Forms > Pay Stubs, where you can select the relevant payroll account and pay stubs. Here are the steps to reprint pay stubs in QuickBooks Desktop:

1. Go to File > Print Forms > Pay Stubs. 
2. Select the payroll bank account associated with the paychecks. 
3. Enter the appropriate date range to locate the required pay stubs. 
4. Select the pay stub or pay stubs you want to reprint. 
5. Review the selected pay stubs and printing preferences. 
6. Select Preview to verify the information and layout. 
7. Select Print to print the selected pay stubs.

What to Do If You Cannot Reprint a Check or Paycheck in QuickBooks

If you find that QuickBooks is unable to reprint a check or paycheck, check the original transaction and make sure there is no print preview, print queue, or application error before creating a replacement transaction. Here are the steps to resolve common QuickBooks reprinting problems:

Problem	Solution
Transaction is not available for reprinting.	Locate the original check or paycheck in the Check Register, Expense transactions, or Paycheck list and open the existing transaction.
Print preview does not open.	Allow pop-ups for QuickBooks. As a next troubleshooting step, try to open QuickBooks in an Incognito or In Private window to rule out browser extensions or session conflicts.
Browser prevents the print window from loading.	Clear the browser’s cache and cookies, restart the browser, and sign in to QuickBooks again.
Transaction is missing from the print queue.	Open the original transaction and review its print status. If appropriate, select Print Later to add an existing transaction back to the printing queue.
QuickBooks Desktop has a printing or PDF error.	Run the Print and PDF Repair Tool through QuickBooks Tool Hub to address common Desktop printing problems.
You need another copy of an issued payment.	Reprint the original transaction instead of creating a new check or paycheck. Creating another transaction can result in duplicate accounting or payroll records.
The original transaction is missing or damaged.	Do not create an artificial transaction to force a reprint. Review the accounting or payroll record and correct the underlying issue first.

Tips for Printing Checks and Paychecks in QuickBooks

Print checks and paychecks correctly in QuickBooks by matching the check format, using proper scaling and alignment, and verifying the printed document. Here are the key tips to ensure accurate check and paycheck printing in QuickBooks:

• Print a sample on plain paper first and compare it with the actual check stock to confirm proper alignment.
• Set the printer scaling to 100% or Actual Size and avoid Fit to Page or Shrink to Fit options.
• Select a QuickBooks check format that matches your physical check stock, such as Standard or Voucher.
• Use QuickBooks’ alignment settings to make minor horizontal or vertical adjustments when required.
• Check the orientation and feeding method for your printer to see which way to insert check stock.
• Make sure that printed documents are aligned, legible, and have not omitted any relevant information before finalizing the print job.
• If an issued check or paycheck needs to be reprinted, print the transaction instead of creating a new one.

Conclusion

You can reprint checks and paychecks in QuickBooks by opening the original transaction and using the appropriate print option for QuickBooks Desktop or Online. This preserves your accounting and payroll records, and helps replace a lost physical copy when needed. To reprint this check successfully, ensure the transaction is verified, the check stock is compatible, the printer is aligned, and you troubleshoot any issues with your browser, print queue, or application. These practices allow you to reprint documents when necessary without having duplicate payments.

Frequently Asked Questions