Coding Checks in QuickBooks Online

Coding Checks

When you print or enter checks in QuickBooks Online (QBO), it’s important that each check is coded correctly so it appears in the right place on your financial statements.

How to Print Checks in QuickBooks Online

QuickBooks provides step-by-step instructions for printing checks. Please follow their guide here:

QuickBooks Online – How to Print Checks

Please follow these steps whenever you create or print a check:

1. Choose the Correct Category (Chart of Accounts)

Use DKK Accounting’s approved Chart of Accounts when selecting an expense category in QBO. Most checks will fall under categories such as:

• Subcontractors
• Materials
• Equipment Rental
• Fuel
• Supplies
• Tools
• Repairs & Maintenance

Do not create new categories. If you aren’t sure which category to use, please reach out before saving the check.

2. Add a Meaningful Memo

Use the memo field to clearly describe what the check was for.

Examples:

• “Subcontractor – framing labor”
• “Materials – Menards invoice #20485”
• “Dumpster – South Shore Waste Systems”

Good memos help avoid mistakes and speed up month-end review.

3. Ensure Check Numbers Match

The check number in QBO must match the number on the physical check you are printing. This prevents duplicate checks and keeps the bank reconciliation clean.

4. Upload or Provide Backup

Please upload receipts, invoices, or a photo of the written check whenever possible. This gives us the documentation we need for accurate bookkeeping and audit support.

Last Updated: November 20, 2025