For many businesses, print checks is a regular task, and having a signature on those checks adds an important layer of authenticity and security. QuickBooks Online makes managing finances and printing checks easy, but one question many users have is whether they can add a signature directly to their checks in QBO. In this blog, we discuss add signature to checks in QuickBooks Online, workaround you use inside QBO and third-party integration in detail.
What is QuickBooks Online?
QuickBooks Online (QBO) is a cloud-based accounting software which helps small and medium sized businesses manage their finances easily. Unlike traditional desktop software, it works directly through a web browser or mobile app, so you can access your financial data anytime and anywhere.
Current Status of Signature Features in QuickBooks Online
QuickBooks Online currently does not offer the add signature to checks feature. Here are some key points which are mentioned below.
- In QBO, there is no option to upload your signature image and appear on the check automatically.
- Most users print the check normally and then sign it manually with pen or signature stamp after print.
- If you need a signature digitally integrated, then use a third-party application that integrates with QBO. Sign in QuickBooks Online, go to the Apps section and search for “check signature” or similar.
- This feature only available on QuickBooks Desktop where you can upload a signature image and prints on checks but does not apply in QuickBooks Online.
Why This Limitation and What it Means for Your Business?
Most QuickBooks Online users are surprised to know that they can not automatically add signatures to checks before printing. Business owners who use QuickBooks Desktop(QBD), where this feature is available but not in the online version. The main reason for this restriction is security and compliance. QuickBooks Online is a cloud-based system, which your data or transactions store on Intuit’s secure servers.
If you store digital signatures to be automatically printed on checks should raise security risks if multiple users have access to your account. To protect users from fraud or misuse, Intuit has not included this feature in the online version. Here we explain this limitation for your business.
- Extra Manual Work: Every check should be signed by hand after printing which can slow down your payment process, if your company issues checks each week.
- Reduce Flexibility for Remote Teams: In the world many businesses operate remotely, not being able to add a signature online makes it difficult to manage payments without being physically present.
- Dependence on the Check Signer: If the check signer is not available in the office then payments might get delayed. This problem can affect vendor relationships.
- Better Control and Security: One of the positive sides of this limitation is that every printed check goes through a person who physically signs it. This adds an extra layer of verification and reduces the risk of unauthorized payments.
It forces an extra checkpoint in your payment process to ensure that only authorized individuals can finalize outgoing funds. Still, if your business needs faster approval workflows then you can explore secure third-party apps.
Workarounds You can Use Inside QBO
QuickBooks Online does not currently allow you to add signature image directly to checks. These workarounds can help you save time, keep your payment process secure and organized.
Manually Sign the Printed Checks
The simplest method is print your check from QuickBooks Online as usual and then sign them by hand. It is ensured that every check is personally reviewed before issue. If your business only prints a few checks every week then this approach works just fine.
Use Signature Stamp
If you issue a large number of checks then a signature stamp can be a time saver. You have a stamp made with your authorized signature and use it after printing. Make sure that the stamp is stored safely and only accessible to trusted staff members.
Limit Access to check Printing
If multiple employees have access to print checks in QuickBooks Online then you need adjust permissions. Only allow trusted team members to create and print checks. This helps reduce the risk of mistakes or misuse.
Add Signature Image using PDF Editor
Some users prefer to add their digital signature using tools outside of QuickBooks Online. After printing a check to PDF, you can open the file in a PDF editor such as Adobe Acrobat. Then, insert your signature image in the correct spot before printing it on check stock. This takes a bit of extra setup but gives you a clean and professional look on your checks.
Use Third-Party Apps to Add Signature to Checks in QuickBooks Online
When QuickBooks Online itself doesn’t support check signatures, then there are third-party apps that can integrate with your QBO account. Some of these tools allow you to upload and use a secure digital signature when printing checks.
Third-Party Apps Integration
QuickBooks does not let you add signature to checks, so many users rely on third-party apps to handle this task. These tools allow you to upload and apply a digital signature safely and keep your check process efficient. Here are some third-party apps options included.
- PrintBoss: It helps to manage checks and lets you add signature before printing. PrintBoss also provides security features like password and user permission.
- Checkrun: It is specially designed for QuickBooks Online users and this app allows digital approval, signature or mobile check.
Choosing a reliable integration can save time, improve accuracy, and keep your payment process professional.
Conclusion
In conclusion, we hope this blog helps you to understand that add signature to checks in QuickBooks Online is currently not available. You should need third-party integration, if you want to add signature to checks in QuickBooks Online. If you have any queries then contact our QuickBooks proadvisor team, they can help you.