Printing Checks in NetSuite Made Easy for Busy Bookkeepers
If check printing day is the part of your week you quietly dread, you're not alone. Between double-checking bank account numbers, chasing down whoever has the signature stamp, and hoping the printer doesn't jam halfway through a batch of forty checks, it's one of those tasks that eats far more time than it should for something so routine. PrintBoss was built by people who clearly sat through that same frustration one too many times, because it fixes almost every part of it without asking you to learn a new accounting system.
You already know NetSuite. You know where to enter a bill, how to approve a payment batch, and how your company likes its checks formatted. None of that changes. What changes is what happens after you hit print, and for anyone who handles this task every pay cycle, that's the part that actually matters.
WHY PRINTING CHECKS IN NETSUITE FEELS HARDER THAN IT SHOULD
NetSuite is genuinely good at the accounting side of things. It tracks your bills, keeps your vendor records straight, and generates the payment batch you need. Where it tends to fall short is everything that happens next, which is exactly the part that lands on a bookkeeper's or office manager's desk.
If your company still uses pre-printed check stock, you know the drill. Someone has to keep an eye on inventory, place the reorder before you run out, and store a box of blank company checks somewhere that's supposed to be secure but usually just ends up being a locked drawer. If you manage more than one bank account, you also have to be careful you're grabbing the right stock for the right account, because printing a check on the wrong account's paper is the kind of mistake that turns into an afternoon of cleanup.
Then there's the signature question. Plenty of offices still handle this with a physical stamp, which means whoever has access to that stamp effectively has the authority to sign any check, regardless of the amount. That's rarely intentional, and it's rarely a comfortable answer when someone asks who's actually authorized to approve a five-figure payment.
And if your bank requires a Positive Pay file, you probably already know that building it separately from your actual check run is its own extra step, one that's easy to forget when you're moving fast at the end of the month.
None of this means you're doing something wrong. It just means NetSuite was built to manage your books, not to manage the physical and procedural side of getting a check out the door securely. That's a different job, and it's the one PrintBoss was built to handle.
WHAT PRINTBOSS ACTUALLY DOES FOR YOUR NETSUITE CHECK RUN
Think of PrintBoss as the step that sits between NetSuite generating your payment batch and the check actually landing in an envelope. You still create the payment run in NetSuite exactly the way you always have. The only difference is where that print job goes next.
Instead of sending it to a regular printer, or to a subscription-based add-on that charges you per check, it goes to PrintBoss. From there, it handles the formatting, pulls in the correct bank account details automatically based on which account the payment is coming from, applies the right signature according to rules your company has already set, and prints the check on secure blank stock instead of pre-printed paper.
If your bank requires a Positive Pay file, PrintBoss builds that automatically as part of the same run, in the format your bank expects. You don't have to remember a separate step or build the file by hand afterward. It just happens alongside the checks themselves.
For anyone managing more than one bank account through NetSuite, this is usually the single biggest relief. You stop having to think about which check stock goes with which account, because there isn't separate stock to keep track of anymore. PrintBoss reads the payment data and knows.
HOW THE CHECK RUN WORKS STEP BY STEP
The actual workflow is short enough that most people pick it up the first time they walk through it.
You process your payment batch in NetSuite the same way you do today, nothing different there. When you're ready to print, that batch is sent to PrintBoss instead of a standard printer. PrintBoss applies the bank information, the signature, and the formatting automatically, then prints the checks on blank stock. If Positive Pay is part of your process, that file is generated at the same time. And if your company emails remittance details to vendors, PrintBoss can handle that too, along with archiving a copy of every payment for your own records.
That last part tends to matter more than people expect the first time they need it. If a vendor calls asking whether a check actually went out, or an auditor wants documentation on a payment from four months ago, having it already archived means you're not digging through a filing cabinet or scrolling back through old emails to find it.
KEEPING SIGNATURES AND APPROVALS ORGANIZED
This is worth its own section, because it's usually the part that gives office managers the most peace of mind once it's set up.
Instead of one shared signature stamp that anyone in the office can use on any check, PrintBoss lets you set actual rules. A specific person can be authorized to sign checks up to a certain dollar amount on a specific account, and above that threshold, it can require a different signer entirely. That means a routine vendor payment and a large equipment purchase aren't subject to the same level of oversight by default, they're handled according to whatever your company's actual approval policy already says.
If you've ever had to explain your check signing process to an auditor or a new controller, you already know how much simpler this conversation gets when the rules are built into the software instead of living in someone's memory or an old policy document nobody's looked at in years.
WHY BOOKKEEPERS AND OFFICE MANAGERS LIKE HAVING THIS IN PLACE
Most of the people who end up recommending PrintBoss to their finance leadership aren't doing it because a report told them to. It's because they're the ones who feel the difference every single pay cycle.
Not managing check stock inventory anymore is a small thing that adds up fast. Not having to remember a separate Positive Pay step saves a chunk of time at the end of every month. Not being the person solely responsible for a shared signature stamp takes a surprising amount of stress off the table. And having a searchable archive of every check printed from Netsuite means fewer awkward moments trying to track down a payment record from memory.
None of this requires learning new accounting software or changing how your company processes payments in NetSuite. It just changes what happens in the fifteen minutes after you click print, and for the person doing this task every week, that's usually enough to make a real difference.
GETTING STARTED
If you're the one who actually runs check printing for your company, you're probably already picturing exactly which part of this would save you the most time. Maybe it's the check stock inventory. Maybe it's the signature stamp situation. Maybe it's just not having to build a Positive Pay file separately every month.
The full breakdown of how PrintBoss works with your NetSuite setup, including support for multiple subsidiaries and bank accounts, is laid out on the PrintBoss for NetSuite page, and it's worth a look if any of this sounds familiar. Most companies find that once they see what the actual workflow looks like, the decision to switch is a lot easier than they expected walking in.
Check printing doesn't have to be the task everyone quietly dreads. With the right setup, it's one of the more predictable parts of the week, and for NetSuite users, that setup is already available.
FREQUENTLY ASKED QUESTIONS
Do I need to change how I process payments in NetSuite to use PrintBoss?
No. You process payments in NetSuite exactly as you do today. PrintBoss only changes what happens after you print, not how you create the payment batch itself.
Can PrintBoss handle checks across more than one bank account?
Yes. PrintBoss automatically applies the correct bank account details based on which account a payment is coming from, so you don't need separate pre-printed stock for each account.
How does PrintBoss help with Positive Pay if my bank requires it?
PrintBoss generates the Positive Pay file automatically as part of the same check run, in the format your bank expects, so it's not a separate task you have to remember.
Who is actually allowed to sign a check once PrintBoss is set up?
That's entirely up to your company. PrintBoss lets you assign signature authority by person, by account, and by dollar amount, instead of relying on a single shared signature stamp.
Is this difficult for a bookkeeper or office manager to learn?
No. Since NetSuite itself doesn't change, most people who handle check printing regularly pick up the PrintBoss side of the workflow within their first run or two.
