Reasons Why Online Check Printing is a Friend to Bookeepers

Bookkeepers must manage finances efficiently, and regularly writing checks is a significant part. It might look straightforward but is one of the most daunting tasks. From ensuring accuracy to keeping up with the large volume of transactions, traditional methods result in wasted time, errors, and manual rework. Add to this the pressure of ensuring security and compliance, and the process becomes backbreaking. This is where online services like PostGrid’s check API can help you. It will automate the printing and mailing, ensure accuracy, and save time, all while bolstering security. In this blog, we will discuss 13 reasons why online check printing is a friend to bookkeepers. 

Key Takeaways

• Bookkeepers shouldn’t have to worry about check issuance. They should use an online check printing solution like the one PostGrid offers.
• Integrating with the existing tech stack will automate check printing and mailing. This will save time, prevent costly errors, and reduce payment delays.
• It will allow you to send as many checks as you want, from anywhere in the world, without spending money on supplies and postage.
• It offers advanced security features such as microprinting, watermarks, holograms, and more to prevent fraud. Additionally, it adheres to industry standards and protocols.
• It allows customizing various check elements, converting it from a transactional piece to marketing material.
• With real-time tracking, you can know when the check will be delivered. Services like certified mail and registered mail will provide proof of delivery.
• To ensure that the check lands at the door of the right person, our solution checks the addresses against official records and returns verified information.

Integration Automates Data Entry and Prevents Errors

Manual check writing is a time-consuming process that is also prone to errors. Bookkeepers have to manage tasks beyond that. You can use online check printing services to speed up the process while maintaining accuracy. Our check API integrates with your existing software and fills in the details. The automatic data entry saves time and eliminates the possibility of mistakes and costly rework. Bookkeepers can use this time to focus on tasks like tax reporting, cash flow management, etc.

Bulk Processing Saves Time

Bookkeepers might have to issue hundreds of thousands of checks for multiple purposes. It could be employee salaries, client payments, refunds, or remittances to vendors and suppliers. Devoting their time to check writing solely will distract them from other tasks. Additionally, manually writing heaps of them can lead to mistakes and delay payment. Our solution allows bulk printing and mailing of checks. All you need to do is integrate it and upload a CSV file of a list of contacts. We will start creating batches of checks within a fraction of the time compared to manual writing. 

Allows Remote Access

In today’s business environment, bookkeepers can work from the office, at home, or on the go. They should be free to issue checks from anywhere worldwide, especially when an urgent payment has to be made and they are not on-site. You can use our check API from anywhere. Log in to the account, and you can create pieces from a laptop or a smartphone. This can help bookkeepers ensure uninterrupted operation even during disruptions such as inclement weather, personal emergencies, or office closures.

Cost Savings on Supplies and Postage

Writing in-house requires investing in high-quality check stock, high-security printers, special ink, stamps, envelopes, and postage. A labor cost will also be involved, as you will be dedicating employees to manually writing, printing, and mailing checks. 

Additionally, you must dedicate a specific space for the whole setup. If you have rented the property for your office, your per-square-foot expense will increase. 

You won't have to worry about these expenses when you print and mail checks using our online service. Add the details, and we will automatically draft, print, and mail the checks for you. 

Improves Security and Fraud Prevention

You are sending sensitive information through a check, so you need to ensure that it can’t be replicated or lands in the wrong hands. Ensuring your check has the necessary security features can be costly. Our solution offers best-in-class security. Our checks have bank-grade security features like watermarks, holograms, chemical reactivity, microprint, MICR lines/codes, and more to prevent fraud. Additionally, we use heat-reactive ink when writing them, making replicating the check difficult. 

We enforce data encryption to maintain the integrity of the data during printing and mailing. The information is transmitted as codes that can only be intercepted by those with decryption keys. With all these security measures, you can rest assured that your check will be safely sent to the intended recipient.

Ensures Adherance to Industry Standards

Regulatory bodies, like HIPAA, CCPA, GDPR, etc., have created rules and regulations to protect data privacy and customers' personal information. It is mandatory to adhere to them or you may be subjected to fines. Manually managing compliance involves constant monitoring, updates, and implementation. This can be a time-consuming and costly process. 

During check printing and mailing, our solution complies with leading industry standards. Additionally, our team of experts stays updated on evolving compliance regulations and integrates them within the system.

Allows Customization

Yes, checks are transactional mail, but did you know you can turn them into a marketing piece and enhance your brand visibility? Our check API solution comes with variable data printing technology, which allows you to customize the different fields and aspects of the piece. You can add logos, stamps,  images, change style, text, and more. You can also upload a copy of your check and make modifications per your clients' preferences and vendor requirements. 

We also have a colossal template gallery from which you can choose the one that fits your requirements. Using our in-built editor, you can create a template from scratch. This feature can help you demonstrate professionalism and reinforce your brand identity. 

Additionally, specific industries have compliance and reporting requirements that dictate what information should appear on the check. For example, you might have to add a tax ID number or invoice references. Customization allows you to add this information and stay compliant.

Lets Schedule Payments

With different tasks lined up, it is natural for a bookkeeper to forget dates when they have to send payments to vendors and clients. This can strain your relationship with them. Additionally, you might have to pay a fine if you fail to pay a tax or government fee on time. 

With our online check printing solution, you can schedule the dates to send them in advance. This will ensure that payments are made on time and help you maintain a good relationship. It will also act as a safety net and prevent missed payments due to unexpected disruptions. Advanced payment scheduling will help you understand businesses' financial standing, enabling accurate budgeting and economic forecasting. 

Facilitates Real-Time Tracking

Bookkeepers should know the current status of the checks they have issued. This will provide transparency and reduce the possibility of disputes and misunderstandings about payments. Our online check printing solution comes with real-time tracking. You can see whether the check has been printed and mailed from the dashboard. This will reduce the need for constant follow-up with vendors and clients, as you can assure them that their payment will reach them on time. 

Offers Account Reconciliation

Manually reconciling financial records can be time-consuming and prone to errors. You might overlook some payments or add the same detail twice. Our online check printing solution can help you here. Since it can integrate with your accounting software, it will automatically update it with the details of the checks issued. It will also update check details under each client’s ledger account, preventing manual intervention and associated mistakes. 

Allows PDF Attachment

To ensure transparency, you should attach PDFs of invoices,  details of goods and services, and other information related to the payment along with your check. This will serve as proof of payment in case of a dispute or query. Additionally, when preparing for audits or tax reporting, you can retrieve these documents to support the payment, ensure correct tax deductions, and speed up the process. With us, you can upload a PDF, such as a receipt, purchase order, and more, to testify to the transaction.

Offers Certified and Registered Mailing

Our online check printing solution can provide you with proof of delivery. You can opt for certified mail or registered mail. With Certified Mail, you will get a mailing receipt; if you opt for it, you will get a return receipt. Once delivered, the recipient must provide their signature as proof of delivery. Registered Mail goes one step further, allowing you to track the check throughout the shipment process. Moreover, they are considered more secure since they are subjected to additional security measures compared to certified mail, and you can insure them against any loss or damage. With these features, we assure you that your mail has been received by the right person.

Provides Address Verification

Imagine making a slight misspelling in writing the address or transposing street numbers while trying to mail a check to a client. It will be sent to the wrong person, and since you have permission, they might encash it. Additionally, if you mail the check to an invalid or incomplete address, it might get lost or returned, thus delaying the payment. Our solution comes with address verification features. Being CASS-certified, it will cross-check the addresses against the official USPS records and return you a verified address. It will also add missing details like ZIP code, city, state, and more to enhance delivery accuracy.

 Also Read: What is a Void Check? How to Void a Check?

Our check API will serve as a comprehensive solution for bookkeepers. It aims to streamline the check issuance process by automating check printing and mailing, facilitating bulk processes, and enhancing security. Its advanced features, like real-time tracking, address verification, and cost-saving benefits, make it a reliable friend to bookkeepers. Working with us will allow you to focus on strategic financial tasks. If you want to know how we work, request a demo now.

 Also Read: How to Mail a Check Safely by mail