Despite the increasing shift toward digital payment systems, accounting cheques continue to play a key role in business finance and bookkeeping. Designed for integration with accounting software, these cheques help businesses streamline payments, maintain accurate financial records, and ensure professional documentation for every transaction.
Whether you’re a small business owner, an accountant managing multiple client accounts, or a finance professional in a larger organization, accounting cheques offer a reliable, secure, and efficient way to handle outgoing payments. This article explores what accounting cheques are, how they work, their advantages, and how to choose the right ones for your business.
What Are Accounting Cheques?
Accounting cheques, also known as computer cheques or software-compatible cheques, are specially formatted cheques used in conjunction with accounting and bookkeeping software. These cheques are typically printed directly from financial software like:
- QuickBooks
- Sage
- Xero
- FreshBooks
- Microsoft Dynamics
- Peachtree
Each cheque is formatted to match the software’s printing layout and often includes stubs or vouchers that record payment details. They’re typically larger than personal cheques and come in different layouts depending on printing preferences.
Types of Accounting Cheques
There are three primary formats for accounting cheques:
1. Cheque on Top
This format has the cheque at the top of an 8.5” x 11” page, with two vouchers beneath it. Ideal for payroll or vendor payments, this format provides detailed information to the payee and for company records.
2. Cheque in Middle
This layout places the cheque between two stubs—one for internal use and one for the payee. It’s often used when sending detailed remittance information with payments.
3. Cheque on Bottom
The cheque appears at the bottom of the page, with vouchers above. Some businesses prefer this layout based on envelope window placement or filing preferences.
These formats are designed to work with laser or inkjet printers and can be customized with your company’s name, logo, banking information, and security features.
Why Use Accounting Cheques?
Even in the digital age, accounting cheques provide several benefits that make them a smart choice for many businesses:
✅ Accurate Record-Keeping
When you print cheques through accounting software, every transaction is automatically recorded. This ensures accurate bookkeeping and simplifies reconciliation at the end of the month.
✅ Improved Efficiency
Printing multiple cheques at once through software saves time compared to handwriting individual cheques. It’s especially helpful for payroll, accounts payable, and paying multiple vendors.
✅ Professional Appearance
Branded, printed cheques look more professional than handwritten ones. This can enhance your business’s credibility with vendors and partners.
✅ Customization
Accounting cheques can be customized with your business logo, font preferences, colors, and security features. You can also choose between single-copy and duplicate cheques.
✅ Enhanced Security
Most accounting cheques come with anti-fraud features such as:
- Watermarks
- Microprinting
- Tamper-evident paper
- Invisible fluorescent fibers
- VOID pantographs
These features help protect your business against cheque fraud.
Common Uses of Accounting Cheques
- Payroll: Issue employee pay cheques with attached stubs showing earnings and deductions.
- Vendor Payments: Easily pay suppliers and contractors while keeping detailed records of each transaction.
- Refunds and Rebates: Provide customers or clients with formal, professional refunds.
- Utility and Lease Payments: Maintain consistent records of recurring payments.
- Trust and Legal Accounting: Many law firms and accounting firms use accounting cheques to manage trust accounts, settlements, and client funds.
How to Order Accounting Cheques
When ordering accounting cheques, here’s what you should consider:
1. Software Compatibility
Ensure the cheques are compatible with your accounting software. Most cheque suppliers offer layout options specifically designed for popular software platforms like QuickBooks or Sage.
2. Security Features
Choose cheques with built-in fraud protection. You can also request signature lines, authorized signer details, or sequential numbering for added security and traceability.
3. Customization
Opt for cheques that include your business name, logo, bank information, and address. You may also want to include memo lines or additional fields for internal accounting.
4. Printer Compatibility
Confirm whether the cheques will work with your laser or inkjet printer. Many suppliers provide sample layouts for testing.
5. Volume and Reordering
Consider how often you use cheques and order accordingly. Many suppliers offer bulk discounts or automatic reordering to ensure you never run out.
Where to Buy Accounting Cheques
Reputable cheque printing companies such as:
- Deluxe
- ASAP Cheques
- Harland Clarke
- Vistaprint
- Checks Unlimited
offer a wide variety of accounting cheques tailored to your software and security needs. Ensure that you select a supplier that meets your bank’s specifications and industry standards.
Conclusion
Accounting cheques remain an essential tool in effective financial management, even in the digital age. Their ability to integrate seamlessly with software, provide reliable documentation, and reduce the risk of error or fraud makes them ideal for businesses that value accuracy and professionalism.
Whether you’re processing payroll, paying vendors, or managing client funds, accounting cheques provide an efficient, secure, and scalable solution. By choosing the right format and features, you can ensure every payment supports your business’s operational success and financial integrity.
