Our accounting team handles several internal and external accounts. Each accountant generally works with one bank and prints a large number of checks, but we operate internationally and each bank uses checks with different paper sizes and layouts.
At the moment, every accountant has a dedicated inkjet printer at their desk. This works, but it takes up space and creates unnecessary maintenance and supply-management work. Ideally, we would consolidate the process into one or two shared printers and use laser printing instead of inkjet cartridges.
Has anyone dealt with check printing across multiple bank formats? Are shared laser printers, MICR equipment, compact check writers, or secure print workflows practical options, or is keeping a printer at each workstation actually the most efficient approach?
3 Answers
A practical compromise is to give each accountant a small dedicated check writer while sharing a normal laser printer for everything else. The check writers take much less space than full-size inkjets and avoid constantly changing paper and printer settings. A single shared MICR laser printer can also work, but it may be more expensive and operationally complicated than the check writers.
If the checks need to be printed centrally, use a networked laser printer that supports MICR toner, with secure release printing so checks aren't left sitting in an output tray. Put it on a restricted print server or separate network segment, and use the manual-feed tray for the different check stocks. You'll want to test every bank's paper size and layout carefully before standardizing on the setup.
Before investing in new printing hardware, check whether the banks support electronic transfers or another payment method. That could eliminate most of the printing work, although it isn't always economical or available for small payments, international transactions, or recipients who still require paper checks.
Electronic payments are worth investigating, but they may not be a realistic replacement everywhere. Some smaller transactions and international processes still make paper checks cheaper or easier, so the printing workflow may need to remain for at least part of the business.