How to Print Checks in NetSuite Without the Headaches
There's a version of check printing day that involves hunting for the right check stock, tracking down whoever has the signature stamp, and building a Positive Pay file by hand before you can even think about calling the run finished. And there's a faster version, where you process the payment batch in NetSuite like always and everything after that just happens. Most offices don't realize how much time the first version is actually costing them until they see the second one in action. This is a look at what printing checks in NetSuite looks like when it's set up the fast way instead of the patchwork way.
Nothing in PrintBoss for Netsuite’s solution involves changing your accounting software or retraining your team on something new. NetSuite stays exactly as it is. What speeds up is everything that happens between approving a payment and getting a secure check out the door, which is usually where all the actual time gets lost.
WHERE MOST OF THE TIME ACTUALLY GOES
NetSuite handles the accounting side quickly. You approve a batch, and the payment data is ready almost instantly. The slowdown happens after that, in all the manual steps that have nothing to do with NetSuite itself and everything to do with how your office has historically handled the physical and procedural side of check printing.
Pre-printed check stock is one of the biggest culprits. Someone has to track inventory, place reorders before it runs out, and make sure the right stock gets matched to the right bank account if your company manages more than one. Grab the wrong stock and you've just added a cleanup task to an already busy day.
Signature routing tends to slow things down too, especially if your office relies on a shared stamp that has to be physically located before anything can be finalized. And if your bank requires a Positive Pay file, building that separately from the actual check run adds yet another step between approving a payment and it actually being ready to go out.
None of these steps are hard on their own. They just add up, and they're exactly the kind of friction that turns a fifteen-minute task into an hour-long one.
WHAT ACTUALLY SPEEDS THINGS UP
PrintBoss removes most of that friction by sitting alongside NetSuite and handling everything downstream of a payment approval automatically. You still create and approve payments in NetSuite the same way you always have. The difference is what happens the moment that batch would normally go to print.
Instead of routing to a standard printer, PrintBoss captures the payment data through a virtual printer. From there, it automatically pulls in the correct bank account details, applies a signature according to rules your company has already set, and prints on secure blank stock, with no need to match physical check stock to specific accounts. If your bank requires Positive Pay, that file is generated automatically as part of the same run instead of being built separately afterward.
For an office that used to spend real time on the manual side of a check run, this is usually where the time savings show up fastest. What used to be a multi-step process spread across inventory, signatures, and file building becomes a single, largely automated run.
THE FOUR-STEP PROCESS BEHIND IT
The actual workflow breaks down into four steps, and it's built to move quickly once it's set up.
NetSuite generates the check data through your normal payment batch, the same as always. PrintBoss captures that data through the virtual printer instead of sending it to a physical one. The check prints on blank stock, or if your office would rather not handle physical printing and mailing at all, that step can be outsourced through PayBoss, PrintBoss's check printing and mailing service. And approvals, remittances, and reporting are automated, so nobody has to manually track down documentation after the fact.
That last step matters more than it sounds like it would. A lot of the time lost in a typical check run isn't the printing itself, it's everything that happens afterward when someone needs to confirm a payment went out or pull up an approval record. Automating that piece is often where offices notice the biggest change in how long the whole process actually takes.
SIGNATURES WITHOUT THE BOTTLENECK
A shared signature stamp isn't just a security gap, it's also a scheduling problem. If the person who has it is out of office or the stamp itself is missing, checks simply don't go out until someone finds it.
PrintBoss replaces that with encrypted digitized electronic signatures and role-based approval workflows, so signature authority is tied to specific people, accounts, and dollar thresholds instead of a single physical object. That means a check run doesn't stall out waiting on a stamp to turn up, and the approval trail is documented automatically along the way.
WHY THE SPEED ACTUALLY STICKS
A lot of process changes feel fast at first and slowly drift back toward the old way of doing things once the novelty wears off. This tends to stick because the speed isn't dependent on anyone remembering a new habit. Once bank accounts, signature rules, and Positive Pay formatting are configured, the fast version becomes the only version, since there's no manual alternative left competing for attention.
Offices that make the switch usually say the same thing: the setup itself is quick, and after that, check printing stops being something anyone has to think much about at all.
GETTING STARTED
If check printing day currently takes longer than it should, there's a good chance the slowdown is happening in the same places it does for most offices, check stock, signatures, or Positive Pay. Fixing those tends to be less complicated than people expect going in.
The full details on how printing checks in NetSuite works with PrintBoss, including the PayBoss outsourcing option and setup for multiple bank accounts, are available on the PrintBoss for NetSuite page. Most offices find that once they see the actual workflow, getting set up takes far less time than the process they're trying to replace.
Check printing shouldn't be the part of the week that slows everything else down. With the right setup, it becomes one of the faster, more predictable tasks on the list, and for NetSuite users, that setup is already available.
FREQUENTLY ASKED QUESTIONS
How much faster is a check run once PrintBoss is set up?
It varies by office, but most of the time savings come from eliminating manual steps like matching check stock to bank accounts, locating a signature stamp, and building a Positive Pay file separately.
Do we lose any control over the process by speeding it up?
No. Approval workflows and signature rules are still enforced automatically, they just happen without the manual steps that used to slow things down.
Can we still print in-house if we don't want to outsource?
Yes. PrintBoss supports printing on blank check stock in-house, or outsourcing the printing and mailing entirely through PayBoss if your office would rather not handle that step.
What happens if our bank requires Positive Pay?
PrintBoss generates the Positive Pay file automatically as part of the same check run, in the format your bank expects, so it doesn't add extra time to the process.
Is the setup itself time-consuming?
Not typically. Setup mainly involves configuring bank accounts, signature rules, and Positive Pay formatting, which most offices complete in a matter of days rather than weeks.
