In today’s digital age, businesses rely on a variety of payment methods, but checks remain an essential tool for many companies. Whether you're paying vendors, employees, or managing various other business expenses, ordering checks for your business is a critical step in maintaining efficient financial operations. In this article, we'll walk you through everything you need to know about ordering checks for your business, from understanding what you need to the best practices for ensuring your checks are secure and reliable.
Why Businesses Need Checks
While online banking, credit cards, and digital payments have become popular, checks are still an important part of business operations. Here are a few reasons why businesses continue to use checks:
Security: Checks provide a level of security that cash doesn’t. They require both the signature of the person writing the check and the endorsement of the payee.
Record Keeping: Checks help with tracking payments. The transaction is recorded on both the checkbook and the copyright, making it easier to reconcile business finances.
Payments to Vendors & Contractors: Many suppliers, especially those in traditional industries, prefer to receive payment via checks.
Payroll: While direct deposit is becoming more common, some employees still prefer or require paper checks.
Step-by-Step Guide to Ordering Checks for Your Business
Ordering checks for your business is a straightforward process, but there are several important considerations to ensure you’re choosing the right checks and maintaining security.
Step 1: Gather Your Business Information
Before ordering checks, you’ll need to have some key information ready:
Business Name: The legal name of your business as it appears on official documents.
Business Address: The mailing address for the business.
Bank Account Information: Your business account number, routing number, and the bank’s name and address.
Check Style: There are different check styles, including single checks, duplicate checks (which keep a copy of each transaction), and three-per-page checks. Decide which is most suitable for your needs.
Step 2: Choose the Type of Check You Need
There are several types of checks available, and you’ll need to choose the one that best fits your business needs. Some of the most common types are:
Business Payroll Checks: These are specifically designed for businesses to issue to employees. They often include spaces for payee information, pay amounts, and employee details.
Vendor Payment Checks: Used to pay suppliers or contractors for goods and services rendered. These checks may have larger amounts and more spaces for details.
General Business Checks: These can be used for any type of transaction, including bills, operating costs, and other financial obligations.
Step 3: Decide on the Check Design
The design of your checks is important because they represent your business. When choosing a design, consider these factors:
Branding: Many check providers offer custom designs that allow you to add your company logo, business name, and branding elements to your checks.
Security Features: Ensure the checks you order come with security features such as watermarks, micro-printing, and other anti-fraud elements. These features help prevent fraud and counterfeiting.
Professional Appearance: Order Checks For Business Choose a design that aligns with your business’s image. A well-designed check reflects professionalism and trustworthiness.
Step 4: Order Checks from a Reputable Provider
Once you have all the necessary information, it’s time to place your order. It’s important to choose a reputable provider to ensure the quality and security of your checks.
Where to Order Business Checks
Your Bank: Many banks offer checks directly to their customers. Ordering checks through your bank may be convenient, but it might not offer the most competitive prices or a wide selection of designs.
Third-Party Check Providers: There are many companies that specialize in printing business checks. Popular providers include companies like Deluxe, Vistaprint, and Checks in the Mail. These companies often offer more customization options and a wider range of security features than banks.
Online Ordering: Some online platforms allow you to design and order checks directly from their website, which can be both convenient and cost-effective.
Factors to Consider When Choosing a Provider
Price: While you may be tempted to go with the cheapest option, consider the value you’re getting. Cheaper checks may lack essential security features.
Security Features: Make sure your checks come with advanced security measures like holograms, watermarks, and other anti-fraud technologies.
Customization Options: A reputable provider should offer a range of customization options for your checks. This can help reinforce your brand and make your checks unique.
Delivery Time: Ensure that the provider can deliver your checks in a timely manner. Some companies offer expedited shipping if you need checks quickly.
Step 5: Verify the Information
Before finalizing your order, double-check that all the details on your checks are correct. This includes:
Bank Account Information: Ensure that your account number, routing number, and the bank’s name are accurate. Errors here can cause delays or issues when processing checks.
Company Details: Make sure your business name, address, and contact information are correct.
Check Design: Review the design to confirm that it aligns with your branding and that any logos or company details are properly displayed.
Step 6: Place the Order and Wait for Delivery
Once everything looks good, place the order and wait for your checks to be delivered. Depending on the provider and your shipping preferences, this may take anywhere from a few days to a couple of weeks.
Best Practices for Using Business Checks
Once you’ve received your business checks, it’s important to use them wisely to maintain financial security and ensure smooth operations.
1. Keep Track of Your Checks
Maintain a record of all issued checks to avoid confusion and track your spending. This will also help you identify any discrepancies in your accounts.
2. Secure Your Checks
Checks are a form of payment that can be cashed by anyone with access to them. Be sure to store your checks in a secure place, such as a locked drawer or safe. When writing a check, be mindful to include all the necessary information and avoid leaving any blank spaces.
3. Use Positive Pay for Fraud Prevention
To minimize the risk of check fraud, consider using a service like Positive Pay, which allows you to upload a list of checks issued by your business. Your bank will then verify the checks before processing them, flagging any discrepancies that may indicate fraudulent activity.
4. Order Checks in Bulk
If your business uses checks regularly, ordering in bulk can help reduce costs. Many check providers offer discounts for large orders, making it a cost-effective option for businesses with frequent check-writing needs.
5. Cancel Unused or Old Checks
If you have outdated or unused checks, it’s important to cancel them to prevent unauthorized use. Many check providers offer services to help you void or destroy old checks to prevent fraud.
6. Monitor Your Accounts Regularly
Finally, regularly monitor your business bank account for any suspicious activity. Timely detection of unauthorized check payments can help you take immediate action to protect your business.
Conclusion
Ordering checks for your business is a straightforward but important process that involves choosing the right type of check, securing your bank information, and working with a reliable provider. By following this guide, you can ensure that your checks are secure, customized to your business’s needs, and ready to streamline your payment processes.