Introduction
Ensuring that checks are printed correctly in QuickBooks is crucial for maintaining accurate financial records and avoiding payment issues. Sometimes, the name in your vendor profile doesn’t match what should appear on the printed check—especially when a vendor submits a W-9 with a different legal name.
In this guide, Jon Markee, your Builder CPA, walks you through the simple steps to change the printed name on a check in QuickBooks.
Navigating to Your Vendor Profile
In QuickBooks, go to Expenses > Vendors on the left-hand side.
Depending on your QuickBooks subscription level, this section may look slightly different.
Locate the vendor whose check name needs to be updated.
Updating the Printed Check Name
Open the vendor profile.
If the W-9 indicates a different legal name, update the “Print on Check As” field to reflect the correct payee.
Click Save to confirm the changes.
Now, instead of printing the check to the business name in your system, it will print to the individual’s legal name as provided on the W-9.
Confirming the Correct Name on a Check
After updating the vendor’s information, go to their profile and create a New Transaction > Check.
Select the bill you want to pay.
The first line of the mailing address on the check preview should now display the correct payee name.
This method ensures that your printed checks align with the correct legal entity or individual, avoiding discrepancies when vendors deposit payments.
What About Refund Checks to Customers?
If you need to print a refund check to a customer, the process is slightly different since QuickBooks doesn’t provide a check-printing option directly from the customer profile. To learn how to handle this scenario, be sure to check out Jon’s other video on printing refund checks.
Conclusion
Updating the payee name on a check in QuickBooks is a simple but essential step for accurate bookkeeping. By following these steps, you can ensure that checks are printed correctly based on legal names, reducing potential errors and confusion.
For more QuickBooks tips, watch the full tutorial with Jon Markee, your Builder CPA, and stay tuned for more insights on construction accounting best practices!