Computer Checks vs Manual Checks: Which One Fits Your Business?

The choice between computer checks and manual checks isn't about which is "more modern." Plenty of profitable businesses still hand-write every check. It comes down to how many checks you write, what software you use, and whether your bookkeeper would scream at you for going one direction or the other.

Here's how to figure out the right format before you order.

What's the difference between computer checks and manual checks?

Computer checks are designed to be fed through a laser or inkjet printer. They come on letter-size sheets (8.5 x 11) with perforations that let you tear off the check after printing. Accounting software like QuickBooks, Peachtree, MYOB, and Quicken prints directly onto them.

Manual checks are designed to be filled out by hand. They come in pre-printed checkbook formats: three-to-a-page in a binder, executive deskbook with stubs attached, or pocket wallet format. You write the date, payee, and amount yourself.

Both have the same legal status. Both clear through the bank the same way. Both have MICR lines and standard security features. The only practical difference is whether your printer or your hand fills them in.

When should you use computer checks?

Three scenarios where computer checks win:

You run payroll out of accounting software. Computer checks let payroll software print pay stubs alongside the check. Handwriting pay stubs and stapling them to manual checks is a labor cost you don't need.

You write 30 or more checks a month. At that volume, the time savings from printing instead of hand-writing pay for the slight cost difference in under three months.

You need consistent, professional-looking checks for vendors. Printed checks look more polished than handwritten ones. For B2B vendor relationships, especially with larger companies, printed checks signal a more established operation.

Your bookkeeper or accountant uses QuickBooks, Quicken, or Peachtree and reconciles weekly. Computer-printed checks log automatically. Manual checks have to be entered as journal entries after the fact.

When should you use manual checks?

Three scenarios where manual checks make more sense:

You write fewer than 10 checks a month and don't run accounting software. Sole proprietors, very small service businesses, and rental property owners with 1 to 2 properties often fall here. Manual checks cost less and don't require any printer setup.

You write checks while you're out of the office. Construction, plumbing, HVAC, and other field-service businesses often pay subcontractors on-site. You can't print a check from a job site. Manual checks in a deskbook or pocket format work fine.

Your bank account is brand new and you're waiting for computer check stock. Manual checks ship faster than custom-printed computer checks. A box of manual checks can arrive in 3 to 5 business days, useful as a bridge while you wait for computer stock.

You don't want to mess with printer alignment. Setting up check printing in QuickBooks takes 15 to 30 minutes the first time. Some businesses simply don't want that hassle and prefer to write checks by hand.

How Checkomatic handles both formats

We've shipped manual and computer checks since 1997, and roughly 60 percent of our orders are computer checks. The mix has shifted over time. In the early 2000s, manual checks were the majority. As QuickBooks and other accounting software took over small business operations, computer checks became more common.

Our manual check lineup covers three-to-a-page binder format, executive deskbook with attached stubs, and pocket wallet format. All ship with chemically sensitive paper, microprint security, and MICR-certified pre-printed magnetic ink. The MICR encoding is pre-printed so you don't need any special ink or toner to write the check.

Our computer check lineup includes voucher, standard 3-on-a-page, wallet, and pressure-seal formats. All dimensioned to match QuickBooks, Quicken, Peachtree, and MYOB default print templates. Free logo setup on orders over 500 checks for both manual and computer formats.

Browse our computer checks catalog or manual business checks catalog depending on which format you want. Both ship in 3 to 7 business days for standard turnaround.

Can you use both formats simultaneously?

Yes. Plenty of businesses do. The common pattern is:

Computer checks for payroll and AP through accounting software. The bookkeeper prints batches weekly or biweekly.

Manual checks in a binder for unexpected payments, field-service work, or reimbursements when the bookkeeper isn't around. The owner or a manager writes them by hand.

You'd order both formats for the same bank account. Same routing and account number, just different formats. Check numbers can run in sequence (computer prints 1001 through 2000, manual book starts at 2001) or in separate ranges. Most banks don't care.

The only thing to watch for is bookkeeping. If two people are writing checks (one printing, one hand-writing), the bookkeeper needs to log both into accounting software. Otherwise reconciliation gets messy.

What about printer compatibility?

Computer checks work in any laser or inkjet printer that handles letter-size paper. Three things to confirm before ordering:

The printer prints on letter-size (8.5 x 11) paper. Skip A4 or legal-only printers.

The printer supports manual feed or a dedicated tray. You'll want to feed checks one sheet at a time rather than from the regular paper tray.

Print quality is at least 600 DPI. Most printers from the last 15 years meet this standard easily.

If you're on a very old laser printer (pre-2010) or a continuous-feed dot matrix setup, ask the printer manufacturer whether your model supports MICR ink. The MICR line itself is pre-printed on the check, so your printer doesn't have to print it. It just has to print the date, payee, amount, and signature line.

Frequently Asked Questions

Are computer checks more secure than manual checks? 

The security features are the same. Both use chemically sensitive paper, microprint, and MICR-certified ink. The advantage of computer checks is that handwriting is harder to forge cleanly, but altering a printed check is just as common as altering a handwritten one. Security parity, basically.

Can I switch from manual to computer checks mid-checkbook? 

Yes. Order computer checks with a starting check number one higher than the highest manual check you've used. Your bank handles the transition without issue.

Do banks accept handwritten checks differently? 

No. Banks read the MICR line, not the rest of the check. As long as the payee, amount, and signature are legible, handwriting versus printing doesn't matter.

What if I want logo printing on manual checks? 

Logo printing works on manual checks. Same setup process, same one-time fee. Both formats can carry a custom logo.

Can computer checks be hand-signed? 

Yes. Most computer checks are designed to be printed with everything except the signature, then hand-signed before mailing. This is the standard workflow. Some software supports digital signatures, but most businesses still sign by hand for security.

The decision is volume and software

If you run accounting software and write more than 20 checks a month, computer checks save you time. If you write occasional checks by hand and don't want to mess with printer setup, manual checks are simpler and slightly cheaper.

If you're not sure, start with manual checks (lower setup friction) and switch to computer checks when your volume grows. Or order both at the same time and use each where it fits.

Browse our computer checks or manual business checks catalogs to see options and pricing.