Why Laser-Printed Checks Still Matter for Small Businesses

Laser-printed checks are still used by small businesses, contractors, staffing firms and others who need a physical, signed payment record. Laser printers with MICR toner produce durable, bank-acceptable checks when paired with secure check stock and modern accounting software. Since Check 21 enabled image-based clearing, some banks process non-magnetic-ink checks, but many still prefer MICR encoding - confirm with your bank. Use electronic transfers for recurring payments and checks when a paper document is required.

Laser-printed checks remain a practical payment tool for many businesses and contractors, especially where printed, signed paper is needed.

Why organizations still print checks

Despite the growth of ACH, RTP and other electronic options, many small businesses, staffing firms, contractors, pawn shops and sole proprietors continue to issue paper checks for vendor payments, payroll adjustments, refunds and one-off payouts. Printed checks give a physical audit trail and an easy way to show proof of payment to counterparties.

How laser printing fits in

Laser printers are preferred for business check printing because they work with MICR toner cartridges and produce sharp, durable text. Accounting programs and payroll systems can generate checks on demand, place payee and amount fields precisely, and keep an immediate digital record of every check issued.

Using check-stock paper (pre-printed bank and logo sections) or secure blank stock with built-in security features helps the checks look professional and discourages tampering. Common security elements include watermarks, microprinting, VOID pantographs and toner-fix treatment that resists smearing.

Bank processing and MICR

Image-based check clearing has become the norm since the Check Clearing for the 21st Century Act (Check 21) enabled electronic exchange of check images. Many banks still require MICR-encoded routing and account numbers printed with magnetic ink or MICR toner so their automated systems can read paper items reliably, but some banks will process checks printed with standard toner because images are used in clearing .

If your bank requires magnetic ink, use MICR toner or professional check stock printed by a reputable vendor. Confirm your bank's policy before switching to self-printed checks.

Accounting integration and recordkeeping

Modern accounting packages (for example, QuickBooks and many payroll services) support check printing and reconcile printed checks automatically with bank feeds. That reduces manual ledger errors and creates an immediate log of payments, simplifying audits and month-end reconciliation.

When to choose electronic payments instead

For recurring payroll and supplier payments, ACH or same-day electronic transfers are often cheaper and faster. Use printed checks when a physical document is required, when the payee prefers it, or when you need an instantly signed, traceable paper record.

Practical tips

• Use a laser printer with MICR toner if your bank requires magnetic ink.

• Buy secure check stock or use a trusted check-printing service.

• Configure fonts and alignment in your accounting software before printing multiple checks.

• Confirm your bank's acceptance and processing policies for self-printed checks before rolling them out.

1. Confirm current bank policies on acceptance of non-MICR laser-printed checks and the prevalence of image-based processing vs. MICR requirements [[CHECK]].