CheckWriter Review 2025: Features, Pricing, and AlternativesIntroduction
CheckWriter remains one of the recognizable names in desktop and cloud-based check printing and payment-management tools for small to medium-sized businesses. In 2025 the product continues to evolve, blending traditional check-printing capabilities with integrations for payroll, accounting, and banking workflows. This review covers core features, pricing models, security and compliance, usability, real-world pros and cons, and notable alternatives so you can decide whether CheckWriter fits your business needs.
What is CheckWriter?
CheckWriter is a software solution that lets businesses create, print, and manage checks from their computer systems. Over the years it has expanded from basic check-printing templates to include features such as batch printing, payee management, direct integrations with accounting packages, and cloud-enabled workflows for remote teams. It’s aimed primarily at small businesses, accountants, bookkeepers, and office managers who handle accounts payable and payroll.
Key Features (2025)
- Payee and vendor database with customizable fields and import/export (CSV, Excel).
- Multiple check formats supported (3-per-page voucher checks, single-check stock, pre-printed forms).
- Batch check creation and printing — generate hundreds of checks in a single run.
- Accounts-payable workflows: mark invoices paid, generate remittance advices, and record ledger entries.
- Integration with major accounting platforms (QuickBooks Desktop & Online, Xero, Sage) for two-way sync of payables and check records.
- Payroll support: print employee payroll checks and pay stubs; integrate with payroll providers for tax calculations.
- Cloud sync and multi-user access with role-based permissions (admin, approver, printer).
- Audit trail and check history logs showing who created, approved, and printed checks.
- Security features: password protection, optional two-factor authentication for cloud accounts, and encrypted data at rest for cloud-stored records.
- Check security printing options: microprinting, security fonts, toner-fix backing recommendations, and guidelines to reduce fraud risk.
- Check signing options: manual signature graphics, automated signing workflows with delegated approvals, and integration with physical signature pads.
- Template editor for customizing check layout, logo placement, memo fields, and endorsements.
- Support for MICR encoding to print directly on check stock compatible with banking clearing.
- Reporting: paid/unpaid checks, vendor summaries, audit logs, and exportable financial reports.
Usability & Setup
CheckWriter’s modern releases balance desktop and cloud elements. Desktop installations provide offline capability and local printer control, favored by organizations with strict data-handling policies. Cloud or hybrid setups allow remote approval workflows and faster updates.
Typical setup steps:
- Install desktop client or sign up for cloud account.
- Configure company profile, bank account(s), and check stock/template.
- Import vendors/employee lists via CSV or sync from accounting software.
- Map fields for two-way synchronization with your accounting package.
- Run test prints to align MICR and check positioning.
For new users, the interface is generally straightforward; however, configuring MICR alignment, templates, and integrations may require a short learning curve or support from customer service.
Pricing (2025)
CheckWriter’s pricing varies by edition and deployment method (desktop perpetual license vs. subscription cloud/hybrid). Common tiers in 2025 include:
- Basic/Entry: Lower-cost plan for single users with standard check printing, templates, and local databases — often sold as a one-time license or low monthly fee.
- Professional/Business: Includes batch printing, integrations with QuickBooks/Xero, multi-user support, and reporting tools; subscription or higher one-time price.
- Enterprise/Payroll: Adds payroll check features, advanced permissions, auditing, dedicated support, and enhanced security options — subscription-based with per-user or per-seat pricing.
- Add-ons: MICR printing module, cloud sync, additional users, premium support, and advanced security features may be extra.
Estimated ranges (subject to change): one-time desktop licenses commonly range from \(99–\)499 for basic-to-pro editions; subscription tiers may range \(15–\)75+/month per user depending on features and support levels. Always confirm current pricing and any promotions on the vendor’s site or via a sales representative.
Security & Compliance
CheckWriter implements typical protections for payment software:
- Data encryption for cloud storage and in-transit communications.
- Role-based access controls and audit logging to track activity.
- Recommendations and support for secure printing practices (use of secure toner, restricted access to printed checks, and physical control of check stock).
- Compliance guidance for recordkeeping, but users remain responsible for meeting local regulations for payroll tax reporting and financial audits.
For organizations with strict compliance needs (SOX, PCI attention for related card processes), verify whether specific enterprise controls and independent audits are available in the chosen edition.
Pros & Cons
Pros | Cons |
---|---|
Robust check-printing and batch processing | Some advanced integrations and features require higher-tier plans or add-ons |
MICR support and customizable templates | MICR alignment and template setup can be fiddly for new users |
Payroll and AP workflow features | Desktop and hybrid licensing model causes occasional confusion about updates/support |
Audit trails and role-based access | Cloud features may lag desktop for certain niche workflows |
Integrations with popular accounting software | Pricing for enterprise features can be higher than cloud-native competitors |
Alternatives
Shortlist of competitors and when to consider them:
- QuickBooks + Check Printing Add-ons: Best if you already use QuickBooks and want tight native integration.
- Bill.com: Strong AP automation and approvals with bill payment options; better for teams needing vendor bill capture, approvals, and ACH/virtual card payments.
- VersaCheck / Checkeeper: Lower-cost alternatives oriented to simple check printing for very small businesses.
- Gusto / ADP / Paychex: Consider if full-service payroll with check printing plus tax filing is your primary need.
- Square or Stripe (with payouts): If you prefer digital payments/virtual cards and want to reduce reliance on paper checks.
Comparison table (feature highlights):
Tool | Best for | Key strength |
---|---|---|
CheckWriter | SMBs needing on-premise check printing | Batch prints, MICR, templates |
Bill.com | Remote AP workflows | Bill capture, ACH/virtual cards |
QuickBooks (native) | QuickBooks users | Seamless accounting sync |
Gusto/ADP | Payroll-heavy businesses | Payroll + tax filing |
Checkeeper | Very small businesses | Simple, low-cost check printing |
Real-World Use Cases
- Small manufacturing company printing weekly vendor checks and tracking AP in QuickBooks.
- Accounting firm printing payroll checks for multiple small-business clients using desktop licensing for offline control.
- Nonprofit with hybrid staff using cloud approvals for check issuance while printing checks from a central office.
Recommendations
- Choose desktop/one-time license if you need offline control and lower recurring costs.
- Choose cloud/hybrid subscription for multi-location teams, approvals, and remote workflows.
- If you rely on digital payments or want to reduce check volume, evaluate Bill.com or payment platforms that offer ACH/virtual card options.
- Test MICR alignment and run sample prints before committing to large check stock purchases.
Conclusion CheckWriter in 2025 is a mature, reliable solution for organizations that still rely on printed checks. It’s particularly strong where MICR printing, batch processing, and template customization are priorities. Cloud and hybrid features expand its appeal to remote teams, but organizations should compare pricing and integration depth with cloud-native competitors if AP automation or full payroll services are primary requirements.