A check-printing software automates the process of printing and mailing physical checks from an online dashboard. It helps you avoid inefficient in-house processes, investing in expensive equipment, and hiring dedicated staff. 

An intuitive dashboard lets you design, customize, sync financial data, and print checks in no time. You also get robust security features to prevent your checks from getting stolen, misdelivered, or altered. Check payments are still a critical part of business transactions even in the digital world. However, growing volume makes traditional check processing highly inefficient and prone to mistakes. 

Automation is vital to speed up vendor payments and avoid mistakes. This blog is the perfect place to learn about check-printing and writing software, how they work, and their operational impact. You will also learn how to select the right one for your organization.

TL;DR 

• Check Writer software lets you design and send checks entirely online. 
• You don’t need specialized printers, magnetic ink, MICR-compatible paper, or dedicated staff. 
• Security is strong with real-time delivery tracking, address verification, and fraud prevention built in. 
• Integrations with account tools like QuickBooks mean your financial data flows automatically. 
• Track individual checks’ status from a single dashboard, from printing to delivery. 

Key Takeaways

• A check printing and writing software helps you outsource the printing and mailing process. 
• Check writing software provides superior security, efficiency, convenience, flexibility, and lower cost across an organization. 
• In-house check printing consumes more resources and workforce. 
• You get data encryption, secure hosting, audit logs, single sign-on, and role-based access control from online check printing software. 
• A check printing software should provide native integrations with accounting software for automatic financial data syncing.

Check printing software helps you print checks online using an automated solution. It begins by drafting the check digitally on a dashboard. Then, the checks will be printed in a dedicated printing facility instead of in-house. Some software can even mail your checks to the intended payees on your behalf. 

The entire work is outsourced, from printing checks to inserting them into envelopes. So, you only have to provide the banking details and tweak the design. It could be an ideal solution for any type of checks, such as settlement checks, refund checks, rebate checks, bill payment checks, payroll checks, etc.

These are the common benefits you can enjoy with check printing writing software; 

Better Security 

An online check printing writing software comes with different encryption and authentication features. It ensures that your financial information is always kept secure and protected. So, you have a safeguard against fraud and save time on manually verifying checks. 

Increased Efficiency 

Speaking about saving time, online check printing writing software also makes your business more efficient. You don’t have to spend time and money on manually printing the checks. Some check printing writing software also lets you set up recurring payments. So, say goodbye to manually creating checks every time you have to make a payment. 

Lower Costs 

In-house check processing requires a lot of investment. Printers, toner, storage, and check stock could be pricey at scale. An online check writing solution can handle everything on its own. Besides, you also don’t need to hire dedicated staff to process checks for payments. 

Higher Flexibility 

Flexibility is everything for today’s businesses. An online solution frees you from any physical boundary. You can literally print and mail your checks from anywhere using an online dashboard. Besides, some tools also let you customize checks with logos and other graphic elements. 

More Convenience 

There’s a huge interdepartmental dependency when you are printing checks in-house with manual workflows. This chain of communication often leads to mistakes and long waiting times. In comparison, online check printing writing software lets you enter information and have the checks printed and mailed within a shorter turnaround time. 

💡Also Read: Blank Check Printing Software Guide

Outsourcing check printing writing is a smart decision, especially when you have high-volume checks. It brings numerous advantages for your teams and processes, including: 

Staff Time 

In-house check processing eats up valuable time and labor. In contrast, outsourcing check printing saves valuable time for your organization. Most check printing software offers either fully automated or semi-automated capabilities. So, you can dedicate your time to something more valuable. 

Printing Supplies

Maintaining supplies is another headache because you cannot accurately predict the demand for check mailing operations. Predicting material demand could be even harder for high-volume sends. A check printing software provider solves this problem by providing a highly scalable infrastructure. 

Storage Space 

Using a check printing writing software also helps you avoid investing in storage space. So, you won’t need a dedicated physical space to keep your printing supplies and equipment. The provider will store your checks or mail them directly to the intended recipient. 

The Need to Buy Dedicated Check Printing Software

The first thing you need is a check printing software program that can print checks in your office. It must be a certified one to ensure the right design and formatting to meet bank standards. Even then, you need to train your staff on how to properly use the software to print checks. 

Blank Check Paper Stock 

Next, you need blank check stock, available at office supply stores or online. The paper stock must be compatible with your software and printer. Besides, it is also necessary to consider features like microprinting and security warnings for additional safety. Pre-printed checks could also be a consideration for a small business. However, blank stock is a much safer option. You can print checks on blank stock using check writer software. 

Investment in High-End Printers 

A regular office printer might be insufficient to print checks securely. You must invest in a high-end printer that supports magnetic ink and Magnetic Ink Character Recognition (MICR) code printing. 

Buy Magnetic Ink 

You also need specialized ink to process the MICR font on checks. This ink ensures that all your checks have critical security features in place.

Getting the MICR Line Right 

The printer must place the MICR code on checks to help machines read and process them better. This font goes at the bottom of the check. Besides, it includes your routing number (a nine-digit number to identify a bank) and account number. 

💡Also Read: Print and Mail Checks

Processing Cost 

Security Concerns 

Resource Utilization

Real-Time Updates 

Expected Delays 

💡Also Read: Online Check Maker

Security is the primary concern for any financial transaction. Depending on multiple vendors and tools for issuing, printing, or mailing checks exposes you to vulnerabilities. Theft, forgery, and check washing are common results of security breaches. 

Here’s how check printing and writing software safeguards you from these threats: 

End-to-End Data Encryption 

A reliable check printing writing software protects your checks with end-to-end data encryption. It means all your sensitive financial information remains secure in transit and at rest. So, you never have to worry about compromising account numbers during transmission and storage. Transport Layer Security and Secure Sockets Layer always keep the data encrypted. 

Secure Hosting 

Cybersecurity of financial data also depends on where you host your data. The best check printing software hosts its data on secure AWS servers for enterprise-grade security. As a result, you could be safe from hacking, phishing, and other data breaches. 

Timestamped Audit Logs 

A check printing software also ensures transparency and accountability for every check you process. You get timestamped audit logs for every user activity inside the online dashboard. 

Single Sign-On

SSO stops password-related security breaches. You achieve this by limiting the number of passwords a user needs to access the software. So, admins can have centralized user access management to implement custom security policies.  

Role-Based Access Control 

Check printing software with RBAC lets you define custom permissions for access levels and roles for checks. So, only authorized users can access financial information and function according to their roles. 

Continuous Monitoring 

Top-tier check writing software employs strategic approaches to catch potential breaches in real-time. This timely approach helps them stop the issue from escalating and find a prompt resolution. 

💡Also Read: Best Check Design Software

There are so many solutions available for check printing and writing on the market. However, only some offer a unified solution for printing and mailing together. Besides, you should consider the following criteria while looking for them: 

Secure Bulk Check Printing 

Scalability is the biggest factor you must consider when thinking about outsourcing your check processing workflows. Otherwise, what’s the point of selecting a provider that can’t match your high-volume demands? 

Your check printing writing software must offer some automation capabilities to help you make thousands of payments with ease. There shouldn’t be any bottlenecks while printing and mailing any volume of checks. 

Customization Options

Checks could also be a great opportunity to subtly promote your brand. Ensure the software provider offers customization options to tailor fonts, logos, and custom messages. So, every recipient remembers you after receiving the payment.  

Integration With Accounting Software 

Manual data entry is time-consuming and prone to errors. For this reason, find a provider that offers native integrations with accounting software like QuickBooks, Zoho, and NetSuite. So, there’s no repetitive manual data syncing, and you can focus more on other strategic initiatives. Besides, it helps you improve the scalability of check processing workflows. 

Intuitive Online Dashboard 

Next, you need an easy-to-use dashboard to manage check printing and mailing operations. The software should have clear user management tools, delivery tracking progress bars, and built-in check editing tools. Besides, the dashboard must be accessible from any computer or mobile device. So, you can quickly create and manage check payments on the go.  

Real-Time Tracking and Analytics 

Accounts teams need clear visibility into their check writing and mailing workflows. It helps them respond to missing queries or delayed vendor payments faster. Above all, reliable software providers use USPS Intelligent Barcode Tracking (IMB) to track real-time delivery status. 

The integrated dashboard should give complete insights into cleared, uncleared, and dishonored checks. Besides, you have access to up-to-date information to improve transparency with vendors.  

PDF Attachments 

Some check payments also need a cover invoice, contract, or receipt for additional details. Your software provider should also let you attach these documents to the same check processing workflow. Adding these additional documents could be helpful in resolving doubts and disputes. 

Certified and Registered Mail 

Check payments are often time-sensitive. You cannot afford to delay payments and ruin relationships with your vendors. For this reason, the chosen check printing writing software should offer proof of delivery via Certified Mail and Registered Mail. The Certified Mailing option gives you a mailing receipt and a return receipt signed by the recipient. Then, Registered Mailing gives you a mailing receipt as well as a return receipt and a tracking number. 

Built-in Address Verification 

Checks have sensitive financial and personal information. For example, banking details, account number, name, and signature. It could be fatal if your check reaches an unintended recipient. For this reason, ensure your check printing writing software has built-in address verification capabilities. 

Find a solution that supports USPS CASS-certified address verification. So, you can parse, standardize, and verify addresses even before printing a single check. Altogether, all sensitive financial information is private and away from unauthorized recipients. 

Multiple Account Setup 

Most businesses use different bank accounts for different types of check payments. The check printing writing software should also consider this and provide provisions to switch between accounts.

It would make it easier to use different accounts and transfer payment orders from one dashboard. As a result, there won’t be any payment delays due to a lack of funds or incorrect account setups. 

💡Also Read: Print and Mail Checks

As you can see, processing checks with a check printing writing is convenient, secure, flexible, and faster than traditional approaches. 

PostGrid’s Check Printing API helps you connect your accounting software with check processing workflows and fulfill them on the go. There’s no need to manually enter financial data, as it syncs automatically across systems. It can handle both business and personal checks. 

You can manage every check from a single dashboard. Then, customize them based on the individual recipient using the built-in HTML template editor. PostGrid handles everything from check printing to sorting to envelope insertion to mailing. Worried about deliverability? 

Use the built-in address verification capabilities to validate recipient addresses before even printing a check. So, all your checks reach only the intended recipient. Besides, you can also use Certified Mail and Registered Mail to post your checks for maximum security and assurance. 

Sign up now to start printing and mailing checks on the go.