Managing business finances requires attention to detail and a focus on cost-effectiveness. One recurring expense that many business owners overlook is the cost of professional checks and banking supplies. While many people instinctively turn to their local bank to order these items, doing so often results in paying significantly higher prices for standard products.
Ordering discounted business checks and supplies online has become the preferred method for savvy entrepreneurs. This approach allows you to maintain a professional image while keeping overhead costs low. In this guide, we will explore everything you need to know about choosing the right banking supplies, ensuring security, and saving money on every order.
Understanding the Benefits of Online Check Ordering
The primary reason business owners move away from bank-provided checks is the price. Banks often act as middlemen, outsourcing the printing to third-party companies and adding a substantial markup to the final cost. By ordering directly from a specialized printer, you can often save 50% or more on the exact same quality of paper and security features.
Beyond cost, online ordering offers a much wider variety of customization options. You can easily add your company logo, choose specific colors that match your brand, and select layouts that are perfectly compatible with your accounting software. This level of customization is rarely available through traditional banking channels.
Faster Turnaround Times
Online printers are specialized in high-volume production. This means they can often process, print, and ship your order faster than a bank can. For businesses that are running low on supplies, quick shipping options ensure that operations are never interrupted by a lack of payment materials.
Types of Business Checks Available
Before placing an order, it is important to understand which type of check best suits your business workflow. There are two main categories: laser checks and manual checks.
Laser and Inkjet Checks
If you use accounting software like QuickBooks, Sage, or Microsoft Money, laser checks are the standard choice. These checks come on standard 8.5″ x 11″ sheets and are designed to run through your office printer. They allow you to print the payee, amount, and date directly from your software, which reduces manual entry errors and saves significant time.
- Voucher Checks: These usually have one check at the top or middle, with two detachable stubs for record-keeping.
- Three-on-a-Page: These consist of three checks per sheet with no stubs, which is a more economical choice for high-volume printing.
Manual Business Checks
Manual checks are ideal for businesses that need to write checks while away from a computer or for those who prefer a traditional bookkeeping method. These are typically larger than personal checks and often come in a binder format. They include a side tear-off stub for manual record-keeping and are often used for payroll or general disbursements on the go.
Essential Security Features to Look For
Security is the most critical factor when ordering banking supplies. Business checks are a common target for fraud, so it is vital to ensure your printer uses industry-standard security measures. Look for the “Padlock Icon” on the back of the check, which indicates that the document meets the standards set by the Check Payment Systems Association (CPSA).
Key Security Elements
- Chemically Sensitive Paper: This paper reacts to common chemicals used to alter checks, showing a visible stain if someone attempts to change the information.
- Microprint Borders: These are tiny lines of text that look like solid lines to the naked eye but appear blurred or unreadable when photocopied.
- Watermarks: These are subtle designs printed on the back of the check that can only be seen when held up to the light, making them nearly impossible to replicate with a scanner.
- Toner Anchorage: A special coating that bonds the printer toner to the paper fibers, preventing fraudulent “lifting” of the printed text.
Must-Have Banking Supplies for Efficiency
While checks are the centerpiece of your banking needs, several other supplies can streamline your financial management. Ordering these items at the same time as your checks can often save you money on shipping and bulk pricing.
Deposit Slips
Standardized deposit slips make trips to the bank much faster. You can order pre-printed slips that already include your business name, address, and account number. These are available in both book format for manual entries and laser format for printing directly from your computer.
Endorsement Stamps
A self-inking endorsement stamp is a small investment that saves a lot of time. Instead of signing the back of every check you receive, you can simply stamp “For Deposit Only” along with your account information. This also adds a layer of security by ensuring checks cannot be cashed if they are lost or stolen before reaching the bank.
Window Envelopes
To maintain a professional look and save time on addressing, use double-window envelopes. These are designed so that the return address and the recipient’s address printed on the check show through the windows perfectly. This eliminates the need for separate mailing labels or hand-addressing envelopes.
How to Order Business Checks Online
The ordering process is straightforward, but you will need to have your banking information ready. Follow these steps to ensure your order is accurate and secure.
- Gather Your Information: You will need your bank’s routing number and your business account number. It is best to have a current check or a specification sheet from your bank to verify these numbers.
- Select Your Format: Choose between laser or manual checks based on your accounting preferences. If using software, make sure to select the specific version (e.g., QuickBooks Desktop vs. QuickBooks Online) to ensure the layout matches.
- Customize the Design: Upload your business logo and enter your company contact information. Double-check the spelling of your business name and address.
- Review Security Options: Decide if you need standard security or high-security checks. High-security options are recommended for businesses that deal with high-value transactions.
- Verify the Proof: Most online printers provide a digital proof. Review this carefully to ensure the MICR line (the numbers at the bottom) is correct.
Tips for Saving Money on Banking Supplies
To get the best value, consider these strategies for your next order. First, always buy in bulk. The price per check drops significantly when you move from a 250-count order to a 1,000-count order. Since checks do not expire, buying a year’s supply at once is a smart move.
Second, look for “new customer” bundles. Many suppliers offer starter kits that include checks, deposit slips, a stamp, and a binder at a discounted package price. This is often much cheaper than buying each item individually. Finally, stick to standard colors and designs unless a custom look is essential for your brand, as specialized backgrounds can sometimes add to the cost.
Common Mistakes to Avoid
One of the most common mistakes is ordering the wrong check format for your software. Even a slight misalignment can cause the printer to miss the designated boxes, wasting expensive check stock. Always verify software compatibility before finalizing your purchase.
Another mistake is neglecting to update information. If your business moves or you change your phone number, do not continue using old checks with crossed-out information. This can look unprofessional and may even cause some banks to flag the check for manual verification, delaying your payments.
Conclusion
Ordering discounted business checks and supplies online is a simple way to reduce your operational costs without sacrificing security or professionalism. By understanding the different types of checks available and ensuring you have the right security features in place, you can manage your business finances with confidence. Taking the time to gather the correct information and ordering in bulk will ensure that your business stays stocked with the essential tools it needs to thrive.
If you found this guide helpful, consider exploring our other articles on small business management and financial organization to help keep your operations running smoothly.