Our accounting team handles multiple internal and external bank accounts. Each accountant primarily works with one bank and prints a large number of checks, but the banks all use checks with different paper sizes and layouts. At the moment, every accountant has a dedicated inkjet printer at their desk. This takes up space and creates ongoing ink, maintenance, and administrative work. Ideally, we would consolidate the process into one or two shared printers, preferably laser-based, but we still need to support the different check formats reliably. Has anyone implemented a practical setup for variable-format check printing, or is keeping a small dedicated printer at each workstation actually the most efficient option?
3 Answers
If paper checks are unavoidable, a shared laser printer with MICR toner is probably the cleanest centralized solution. Put it on a dedicated print server or otherwise restrict access, and use secure print release so checks do not sit unattended in the output tray. You will also need carefully configured paper profiles and the correct manual-feed tray for each bank's stock.
A shared printer can work, but different paper sizes and layouts may cause constant configuration problems. Compact check-writing devices at each desk are often easier to manage and take up less room than full inkjet printers. You can then share a normal laser printer for non-check documents instead of trying to make one device handle everything.
Before redesigning the printing setup, confirm whether the banks support electronic payments or direct transfers. That would remove most of the printer and paper-handling overhead. However, if paper checks are still required because of transaction costs, local practices, or the recipients involved, keeping the process simple and controlled may be more valuable than fully centralizing it.
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