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check printing software

  • Benefits of a Check Printing Software

    It takes money to make money.  It’s an old adage that has been the rally call for risk takers and entrepreneurs for generations.  But what does it mean for accountants?  It means that no matter the economic climate, you will always have work to do in accounts payable.  It takes money.  Yes, unfortunately everything does, and it is the job of accounts payable to make sure that money is taken in a way that is suitable for all vendors, clients, and/or partners.

    The problem is that often people want money in different ways.  You may have a vendor that prefers to be paid by check, while your employees want to be paid through direct deposit, while another vendor wants to be paid electronically.  And what if a partnering business requires payment through positive pay check?  How do you make sure all parties are paid correctly and in the correct method?

    Through a robust check printing software.  But, you might say, direct deposit and electronic payment are not necessarily check payments?  And that is where the beauty of a powerful check printing software lies, its ability to handle payments outside of the simple check printing function (if we can call even that simple!).  Quality check printing softwares, like PrintBoss, allow you to print checks, process ACH and electronic payments, and print direct deposit slips, all in the same run.

    PrintBoss knows which customers prefer which types of payments.  With this information, when a check run is processed, PrintBoss will print a physical check for those that require it, ACH files for others, Positive Pay files for the security conscious, and even electronic payment files for the technologically minded.  In this way, your job is made infinitely easier.  Just click print and don’t worry about remembering who wants what, because PrintBoss already remembers.

    In this day and age, it is not enough to just print checks.  A check printing software needs to do more, and if it doesn’t it is selling you short.  And the beauty of it is that all of these features don’t have to cost extra.  PrintBoss will do all of this (and a heck of a lot more) for just $150.  Now that is one easy check to write!

    It may always take money to make money, but with PrintBoss it doesn’t take much.

  • QuickBooks Checks: A Security Concern

    It’s a simple fact: preprinted QuickBooks checks provide greater risk to the accounts payable process than does blank check stock.  As it is, security is the paramount requirement in accounting.  Given the many facets of accounting, naturally there are many portals through which security breaches may occur.  From your network getting hacked, to employees sharing (purposefully or not) sensitive information, your company accounting information is constantly at risk.  Many of these risks are innate, they come with the territory and we take as many precautions as possible to thwart them.  So why add another security concern by using preprinted QuickBooks checks?

    How can something as simple as check stock be a security risk?  It’s easy.  Preprinted QuickBooks checks carry three important pieces of information on them: company information (name, address, etc.), account number, and account routing number.  With these three pieces of information any would be criminal could access your bank account.  In other words, if someone were to steal or find your unused preprinted check stock, they would have all they need to access your money.  Furthermore, if you have multiple bank accounts and some financial hooligan steals multiple check stocks, they can gain access to multiple bank accounts.

    So how do you solve this?  The answer is equally as simple: blank check stock.  By using blank check stock instead of preprinted QuickBooks checks, you eliminate all of these risks.  Blank checks are just what they sound like, blank.  They carry zero information on them.  There is no account or routing number, or any other company information.  All of this information is added to the check at the time when you process a check run.  Prior to this, your check stock can sit in your closet as much a security risk as the white paper in your printer.  Now, that isn’t to say that white paper and blank check stock are the same.  Good blank check stock will have built in security features like toner grip paper, micro printing, florescent fibers, chemical detection, and other security enhancements.  All of these features will protect your bank accounts after your check is printed, in case of check tampering.

    Did we mention that blank checks are 80% less expensive than preprinted QuickBooks checks?  Not only are they more secure, but they will save you money.  What’s not to like about that?

    So why add increased risk and worry to your accounting process?  Instead, replace your preprinted QuickBooks checks with blank checks and eliminate risk from your check printing process, all while saving money doing it.

    Click here to see what we’re talking about.

  • PrintBoss Makes QuickBooks Direct Deposit Easy

    It has become common practice today to process payroll using the QuickBooks direct deposit feature.  Using this method, an ACH file is created and the funds are transferred to the payee.  Prior to transfer, authorization must first be given by the receiver or payee to accept payment in this fashion.  The ACH file created then in QuickBooks contains certain information requisite to process the transaction.  This information includes the account and routing numbers, the payee name, amount, etc.  The benefit of paying by QuickBooks direct deposit is no check is printed and required to be taken to the bank for cashing.

    Although no hard check is given to the payee, a paystub still needs to be given to the employee for his records.  QuickBooks direct deposit cannot send the paystub electronically.  A paystub must be either printed and mailed, or manually emailed to each individual payee.  This is where PrintBoss can help.  PrintBoss can send paystubs for electronic payments via email by automatically creating PDF files of the paystubs, attaching them to emails and sending them either through SMTP servers or directly from your outlook.  By grabbing the payee email address from an authorized field in QuickBooks, PrintBoss knows how and where to create and send the email.

    Given the security requirements of emailing a paystub, PrintBoss will even password protect each PDF in case the incorrect email address is entered in QuickBooks.  By using the last four digits of the payee’s social security number, PrintBoss will create a password only the payee will know.

    With no extra keystrokes, PrintBoss will complete your QuickBooks direct deposit transaction.  If any of your vendors or employees request not to be paid via QuickBooks direct deposit, PrintBoss will automatically print a live check in the check run.  Again, no extra keystrokes are required.  Just another way how PrintBoss saves you time, money and increases security.

    Try our 30-day free trial to experience how PrintBoss can improve your payroll process today.

  • How To Email QuickBooks Direct Deposit Statements

    We are often asked, “What are the differences between PrintBoss Select and PrintBoss Enterprise?”  There are several, but a really big one is e-mailing, in particular emailing QuickBooks direct deposit statements.  With the Enterprise Edition, you can e-mail documents such as direct deposit or EFT statements without any additional keystrokes.   With an upgrade of software, and a little setup you can save time and money by emailing important, but routine documents using PrintBoss.

    There are only three steps to setup:

    1. Create a PrintBoss Payee List.
    2. Modify the PrintBoss form.
    3. Enable the PrintBoss E-mail function.

    The PrintBoss Payee List can be especially useful for e-mailing QuickBooks direct deposit statements as the QuickBooks software does not print a payee or vendor e-mail address on their statements.

    There is, however, a place in QuickBooks to associate an e-mail address with a vendor or employee. By exporting the field contents to a .csv file and then importing it into the PrintBoss Payee List, you have created the PrintBoss Payee List. Easy, right?

    What about maintaining the list as changes occur? PrintBoss can automatically make additions to the list when it encounters a new payee name. Or PrintBoss can present you with the option to add or ignore any new payee names during processing.

    In order for PrintBoss to process the Payee List the PrintBoss check form requires a few edits to add processing instructions and variable assignments.  We provide instructions, or Tech Support can answer questions about this or any of the steps involved.

    The last step is to enable the PrintBoss e-mail function.  PrintBoss sends QuickBooks direct deposit or EFT statements as PDF attachments.  PrintBoss converts an image of the document to an Adobe PDF file and attaches that PDF to the e-mail.  The Adobe Reader for PDF files is free to download from, but it is often installed with the operating system on most computers.

    There are several variables that can be used to enhance the e-mailed statements only available with the Enterprise Edition.  These include the ability to password protect the opening of the PDF, disallow printing of the PDF, and restrict editing of the PDF.  Also you can automatically attach additional PDFs to the e-mail.  For example, you may want to add a brochure which explains a new employee benefit.  This can be done with PrintBoss.

    If you are thinking of e-mailing QuickBooks direct deposit or EFT statements, think PrintBoss Enterprise.

  • What To Look for in Electronic Payment Software

    EFT, or Electronic Funds Transfer, is becoming popular with today’s businesses, regardless of their size.  Both vendors and employees appreciate the immediate receipt of funds into their bank accounts.  This method of payment is safe and worry free for the recipient – no lost checks, no waiting on the mail, no delays, no hassles.  As a result, many vendors and employees are putting pressure on businesses to offer electronic payments.  The question for business owners is, “What electronic payment software should I use?”

    Of course, ease of use is important when selecting an electronic payment software.  If the software is not simple to use processing time will increase, productivity in accounting will drop, and costs will increase.   The software should be streamlined so once it is setup the only task required of accounting is to upload the electronic payment file to the bank.   As an added benefit, choose electronic payment software that will email the Direct Deposit Statement to the recipient.  This will save money on printing, envelopes, and postage, not to mention the time to stuff envelopes.

    Another consideration in choosing an electronic payment software is expense.  Whether the electronic payment software is a separate purchase or an add-on to your current accounting software, cost is always important.  For business owners, software should pay for itself through streamlining operations and reducing overhead.

    With PrintBoss, you have the luxury of using electronic payment software with no additional software or setup fees.  Both the Select and Enterprise editions of PrintBoss include the NACHA file used in the US for creating electronic payment files.  This is part of the PrintBoss Positive Pay feature.  The electronic payment files are created with every EFT payment batch and saved to the location you choose.  The live checks and direct deposit statements can even be in the same print batch and PrintBoss will know what to do.  In addition, the Enterprise edition of PrintBoss has the ability to automatically email direct deposit statements notifying vendors or employees when the deposit will be made.

    Ease of use, streamlined operations, savings in postage and supplies make PrintBoss the ideal electronic payment software.

  • The PrintBoss check printing software is installed, now what?

    Maybe you have taken advantage of the PrintBoss 30 day-free trial with dial-in support so you are all set and ready to go.

    Now you can sit back and relax.  Most clients forget the PrintBoss check printing software is working with their QuickBooks accounting software to print their checks, as the integration is so seamless.

    But what if you get a new computer?  Or what if your Boss’ Boss wants to change the format?  Or what if your company grows to the point where you want to add more users?

    With Wellspring Software, you have great options for answering these questions AND MORE!

    Wellspring Software's highly respected support team is here to help in a variety of ways.

    Telephone Support

    Whenever you need help with your PrintBoss check printing software, you've got someone to call. We are open from 8:30 am - 5:00 pm Central Time, Monday through Friday.

    Hours of support may vary occasionally due to downtime for system and server maintenance, company events, observed U.S. holidays, and events beyond our control.

    A support plan is required to speak with a technician. We offer our annual plan which includes any updates for the check printing software we post during the year. The annual plan also allows for unlimited number of calls to our highly qualified technicians.

    We also offer a one-time incident option that allows for help on one specific issue. This does not include any updates to the software.

    Forum Support

    Wellspring Software Support operates a Technical Forum.  The Forum is easily accessible here.  You can browse through questions and answers posted by other customers.  There is information about our check printing software for everyone, as well as responses to individualized responses to specific questions.  Some of the best info comes from other customers like you that want to challenge PrintBoss to its limits.  Registering for the forum is required for posting.... but anyone can read the postings.

    Email Support

    With or without an annual service plan, send us an e-mail with questions here.  The Technical Support staff prioritizes incoming calls during business hours, so it may take up to 2 business days for us to respond to an email.  But we will get back to you.

    Support Documents

    There is an extensive technical resource library for the PrintBoss check printing software you can consult. It provides online access to hundreds of informative documents about our Products. The documents are in pdf format for instant download and can be keyword searched.  Take a read here.

  • A Premier QuickBooks Add-On (Part II)

    Last week we began looking at what distinguishes one QuickBooks add-on from the next.  Specifically we were investigating check printing softwares in this realm.  We laid out how any QuickBooks add-on should be designed to save you time and money.  PrintBoss, as we noted goes a step further than this to also increase your check printing security.  In does this in large part due to its ability to print QuickBooks checks onto blank check stock.  Read last week’s blog here.

    But there are other features that make PrintBoss a premier QuickBooks add-on.

    One is ACH file creation.  As a QuickBooks add-on, PrintBoss can create ACH files simultaneously as it prints checks.  So for any vendor or employee that prefers to be paid by means of ACH, such as an employee requesting direct deposit, PrintBoss will automatically create the correct file.  This means that by clicking print for a check run, PrintBoss knows which accounts to print checks for and for which to create ACH files.  This saves you the fuss, confusion, and time spent making sure each employee has what they want.  With the PrintBoss QuickBooks add-on, just click print and everyone will get what they want, a check or an ACH file, every time.

    Another feature that makes PrintBoss a premier QuickBooks add-on is its archiving ability.  PrintBoss Enterprise can create, name and file PDFs automatically.  Just by clicking print, PrintBoss will name the file by data within the document, such as the invoice number, document date, or payee.  It will then automatically archive the file on your network.  It will even create new folders if a folder does not already exist for the payee.  The saves you time and inventory space as countless filing cabinets can be given to Goodwill.

    As a check printing QuickBooks add-on, PrintBoss can provide you the highest level of check security available with positive pay file creation.  The PrintBoss positive pay feature extracts and formats data from the check report to your bank’s specifications.  These specifications usually include: amount, payee, date, etc.  With the PrintBoss positive pay feature, check fraud is completely eliminated.

    These are just some of the features that make PrintBoss a premier QuickBooks add-on.  Visit the rest of our website and download our 30-day free trial to learn more about PrintBoss and what it can do for your business.

  • A Premier QuickBooks Add-On

    PrintBoss started over 20 years ago with the simple idea to save people time and money by allowing them to print their own checks onto blank check stock.  Over the years, this goal has not changed.  Now, other goals have been added on as more features have been added to the software, but this fundamental objective is still at the heart of our business.  In an effort to accomplish this goal further, we created an integration between PrintBoss and QuickBooks to become a certified QuickBooks add-on.  As such, we knew we could reach more companies, particularly the small to mid-sized businesses.

    So what exactly does PrintBoss do as a QuickBooks add-on?  There’s a long answer to this question and a short answer.  The short answer is that as a QuickBooks add-on, PrintBoss does exactly what we set out to do, save you time and money, while increasing security by allowing you to print checks onto blank check stock.  The longer answer resides in the descriptions of the features PrintBoss provides.

    As mentioned, the most fundamental feature provided by PrintBoss is the check printing feature.  QuickBooks allows you to only print checks onto preprinted check stock.  This causes a multitude of complications and expenses.  For one, preprinted QuickBooks checks cost at least 80% more than blank check stock.  Furthermore, preprinted checks require you to swap out check stocks for every bank account from which you print checks.  So if you have 5 different bank accounts, then you need five different check stocks.  This can cause headaches as check numbers can get out of order.  You also will run into general inventory frustrations.  With blank check stock, you have one stock for all of you bank accounts.  Not only is it less expensive than preprinted stock, but you never have to worry about printing on the wrong stock or getting your check numbers out of order.  Blank check stock also increases your security as none of your bank information can be stolen from your unused stock, as your routing and account numbers only appear on the stock after you print them.

    Stay tuned next week for the other features that make PrintBoss a premier QuickBooks add-on…

  • What To Look For In A Check Printing Software

    If you Google the term “check printing software” (and maybe that is exactly what you did and have thus arrived here…in which case welcome!) you are bombarded with all different kinds of webpages, ads, and softwares.  So how do you sort through the nonsense and objectively rate the worthwhile results?

    Given your search enquiry, we assume you are looking for a piece of software that can print accounting checks for either businesses or personal accounts.  Either you are new to this and aren’t using anything currently, or your current software just isn’t cutting it and you need something more.  Whichever you are, choosing the best check printing software is important as the right software can save you time and money, while the wrong software can disrupt your payment processing, causing more problems that is solves.

    So how do you value a check printing software?  First, it must work with whatever accounting package you are using.  Many accounting packages claim to offer check printing solutions, but the truth is that if they were any good, you wouldn’t be searching for check printing softwares.  For most accounting packages, the check printing function is limited and cumbersome.  Even more, it often costs you more to print with it due to the types of checks you purchase with it, but more on that in a second.  So first and foremost, make sure it integrates with your accounting package.

    Second, does it save you money?  Many aspects play into the answer to this question.  Everything from the cost of the software, to the features it provides, to the recurring costs associated with using the software.  Check printing softwares range in their purchase prices.  Like many things in life, there is often a misperception that when something costs more, it is better.  In the check printing software world, this is not the case.  It is less about the price tag of the software and more about the features it provides.  Can it print checks onto blank check stock?  This is a big consideration for cost as blank check stock can save you 80% on the cost of preprinted checks.  Also, how much is the service contract?  All of these play a role when considering cost.

    Finally, and maybe more than anything else, you must look at the features of the software.  Does the software support unlimited bank accounts?  Can it print electronic signatures?  Can it print to different printers and trays within an office or a network?  Can it create positive pay files?  What about ACH files?  Can you set employee logins and restrictions?  And how integrated is the check printing software with your accounting package?  A check printing software should have at least all of these features and much, much more…and it shouldn’t cost thousands of dollars.

  • An Electronic Payment Software for Every Business

    More and more businesses nowadays are accepting and processing electronic payments.  Whether paying vendors or employees, companies are finding it easier to manage these payment types.  But the issue still stands, how do you process these payments?  Are there electronic payment software’s out there that can enable you to process your payables electronically?

    The answer is yes: PrintBoss.  Among its many features, PrintBoss is an electronic payment software.  It integrates with a plethora of accounting softwares, including QuickBooks.  So how does it do it?

    PrintBoss processes electronic payments two different ways.  The first is through ACH file creation.  For any client, PrintBoss can create ACH payment files.  This feature is both NACHA and Canadian Bank approved, so PrintBoss can generate ACH files for both US and Canadian payments.  The great part about PrintBoss is that it can process both live check and ACH payments, in the same run.  Just process your payables normally and PrintBoss will handle the rest.  For those companies signed up to receive check payment, PrintBoss will print a live check.  For those who have been approved for ACH payment, PrintBoss will automatically create an ACH file and no check will print.  Just click print and PrintBoss will handle the rest.  It’s an electronic payment software that knows what you want.

    The second method of electronic payment that PrintBoss offers is through our partnership with the globalVCard paysystems.  This innovative electronic payment solution allows a company to upload a single payment file from its accounts payable system and disburse multiple vendor payments with a click of a button.  The beauty of it is that like the ACH file creation feature, PrintBoss can process globalVCard, live check, and ACH payments all in the same run.  PrintBoss knows which clients get which types of payment and acts accordingly.  This saves you and your business time and money by eliminating the excess paperwork and hassle of processing multiple payment types.  Just click print and your payables are processed.  Learn more about the globalVCard paysystems here.

    Try our 30-day free trial to see how the PrintBoss electronic payment software can help you process your payables faster and easier.

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