When it comes to running a business, small details often carry a surprising amount of weight. Ordering checks may seem like a minor administrative task, but doing it incorrectly can lead to costly delays, accounting confusion, or even security risks. Whether a company is just getting started or refining its financial operations, setting up the right check system is a foundational step that deserves more attention than it typically gets.
Checks still play a critical role in business, especially when it comes to vendor payments, payroll disbursements, and formal recordkeeping. While digital payment platforms are increasingly popular, paper checks continue to offer a tangible, controlled way to manage financial transactions. That’s why it’s crucial to get this process right from the beginning.
Start by Reviewing Your Accounting System
Before placing any orders, it’s smart to assess your accounting system to determine how checks will integrate with it. Most businesses today use digital bookkeeping tools that can be paired with specific types of checks. Making sure that your checks are compatible with your accounting software can save time and reduce the risk of errors down the line.
Many companies begin their search by identifying which check formats align with their accounting tools. If you take a look at the Checkomatic official site, you’ll see that check suppliers often categorize products based on accounting system compatibility. This allows you to filter through options and choose designs that work seamlessly with the software your company already relies on. Matching checks to your existing workflow avoids reformatting issues and keeps financial reporting accurate and clean.
Decide Between Manual and Computer Checks
Another important step is deciding whether to use manual checks or computer-printed checks. Manual checks might work fine for very small businesses or for issuing a check occasionally. But for companies that issue payments regularly, computer checks provide consistency and can be printed directly from accounting software, reducing the chance of human error.
Computer checks often come in multiple formats, some include vouchers for recordkeeping, while others focus on maximizing speed and volume. The right option depends on your payment volume and how your team tracks expenses. Choosing the wrong style can lead to unnecessary work or even accounting mismatches, so clarity here matters.
Choose the Right Security Features
Security is one of the most overlooked aspects of ordering business checks. Fraud is not a distant possibility, it’s a real and persistent threat. Fortunately, today’s checks can be equipped with a wide range of built-in security features like microprinting, watermarks, holograms, and chemically reactive paper. These protections make it harder for checks to be duplicated or tampered with.
It’s easy to dismiss these features as overkill, especially for smaller operations, but even a single incident of fraud can cost a business thousands. Strong security adds a layer of defense that protects the company’s reputation. Clients and vendors notice when your financial processes are handled with care.
Make Sure All Business Details Are Correct
Once you’ve selected a check format and supplier, take time to double-check that all the business information printed on the checks is accurate. That includes the company name, address, phone number, bank account number, and routing number. Errors in these fields can delay payments, confuse recipients, or, in some cases, cause funds to be deposited incorrectly.
It’s a good idea to involve your finance team or accountant in reviewing the final layout before the checks go into production. Even something as small as a misspelled name or a transposed digit can have real consequences. Confirming these details upfront saves frustration and protects your financial records from inconsistencies.
Order in the Right Quantity
It might be tempting to order a large volume of checks to cut down on future reorders, but ordering too many at once can be risky if your business details change. A change in address, bank account, or even a rebrand could render those unused checks obsolete. On the flip side, ordering too few can lead to rushed reorders and potential downtime in payment processing.
A balanced approach is to start with a moderate supply that will last three to six months, depending on how frequently checks are used. This gives the business flexibility and ensures that you’re not left with a surplus if something changes unexpectedly.
Set a System for Storage and Usage
Once the checks arrive, they need to be stored in a secure yet accessible location. Treat checks the same way you would treat cash, so locked storage is a must. Access should be limited to authorized team members who are responsible for financial transactions. It’s smart to track usage with a simple log or inventory system, particularly if more than one person handles check disbursement.
Having clear procedures in place supports internal accountability. When checks go missing or numbers are skipped, it should be easy to trace what happened and correct it. This kind of organization makes audits and reconciliations much smoother.
Plan for Reordering Before You Run Out
No one wants to be in a situation where critical payments are delayed because the check supply unexpectedly ran out. Monitoring your usage and setting reminders to reorder before supplies dip too low can prevent unnecessary stress. Some companies automate this process by noting reorder points in their finance calendar or delegating check management to a single role.
Since processing and shipping checks can take time, especially for custom orders, it’s best not to wait until the last moment. Keeping a small buffer stock on hand ensures that payments can continue without interruption, even during busy periods or seasonal changes in workflow.