To say that QuickBooks is a robust accounting system is a major understatement. Whether you use the online or desktop version, QuickBooks is an unmatched and versatile accounting system that can adapt to be as simple or complex as your unique business.
That said, sometimes it’s the simplest things that trip us up. So in this post, we’re covering one of the most frustration-causing elements: How do you know what size envelopes to use for QuickBooks checks or invoices?
It seems like a problem with a simple solution, and it is – if you know what you’re looking for. Yet we find that we still get hundreds of questions from customers searching for the right envelopes because when it comes to making sure the windows align properly, not just any old windowed envelope will work for QuickBooks. We’re here to help make sure you can easily find what you need and that it works for the task at hand.
In most cases, a standard number 8 envelope – also called an 8-5/8” envelope – measures 3-5/8 in. by 8-5/8 in.
However, the envelope that best fits QuickBooks checks is a custom #8 size with slightly wider dimensions of 3-5/8 in. x 8-11/16 in. It’s a slight difference that can mean a big headache if you order the wrong size.
The envelope window placement for QuickBooks checks is another factor to take into account if you want to ensure that the check amounts and memo lines don’t show. For most checks printed by QuickBooks software – both the online and desktop versions – you need an envelope with the bottom window placed ¾ in. from the bottom and 7/8 in. from the left side of the envelope. The bottom window should have a width of 3 ½ in. and a height of 7/8 in.
Meanwhile, the top window needs to be 3/8 in. from the left edge and 2-3/8 in. from the bottom of the envelope. These specs ensure the address shows, but nothing else.
One of the leading causes of envelope frustration (it’s a real thing, people! Just ask our customers) is printing checks without first understanding the type of check paper that will be used. For example, wallet-size checks, which are only 6 in. x 2.625 in., require a smaller envelope than standard-sized business checks. Knowing how your checks will be printed is vital to ensure you select the right size envelopes.
Voucher checks are usually printed on 8.5 in. x 11 in. sheets of perforated check paper, with the actual check located on the top third of the paper. Once torn on the perforations, the check itself will measure 8.5 in. x 3.5 in. – the size most often used for business checks.
The remaining two-thirds of the paper holds two records of the check: one record for the employee or vendor, and one for the company’s files as proof of payment.
Voucher checks are compatible with QuickBooks Online and the Desktop versions. These voucher checks – sometimes called tri-folds – should fit snugly inside a windowed envelope measuring 3-5/8 in. x 8-11/16 in. (if, of course, the windows are formatted properly as outlined earlier in this post).
When purchasing check paper, “standard” often means 3 business-sized checks printed per piece of paper. Measuring in at 8.5 in. x 11 in., it is perforated into three checks. The dimension for each check is 8.5 in. x 3.5 in., the common size for business checks.
Like voucher checks, this means that checks printed on standard paper will fit securely in an envelope with dimensions of 3-5/8 in. x 8-11/16 in. as long as the windows are placed properly.
But heads up! Standard check paper does not work with QuickBooks Online or QuickBooks Online Payroll. If you use these versions of QuickBooks, voucher check paper may be your best option.
Wallet checks are the size of most personal checks – 6 in. x 2.625 in. For business purposes, printing 3 per page is more efficient and done using 8.5 in. x 11 in. sheets of check paper, made specifically for wallet-sized checks and with perforations.
This size is not as compatible with QuickBooks as the voucher check paper, or even the standard check paper. For example, wallet-sized checks cannot be printed with QuickBooks Online, and not all QuickBooks Desktop versions use the same specs for wallet-sized checks. This page may be helpful to QuickBooks Desktop users if wallet-sized checks are your preferred method of paying (look at the Compatibility section).
Of course, these checks will require an envelope smaller than a number 8. A #6 ½ envelope, which measures 3 ½ in. x 6 ¼ in., is a better choice for wallet-sized checks.
An invoice, folded tri-fold style, is slightly larger and thicker than a business check, and therefore calls for a slightly different sized envelope than the ones suggested above for QuickBooks voucher and standard checks.
For QuickBooks invoices, we’ve found that windowed number 9 envelopes work well. A number 9 envelope measures 3-7/8 in. x 8-7/8 in., which offers a snug fit for the invoice without revealing private info in the window openings. This also rings true of invoices printed on specified “invoice forms” or plain 8.5 in. x 11 in. paper.
Some brands offer a “forms envelope” that measures approximately 4 in. x 9 in, which are also a good option for sending invoices.
QuickBooks is the leading accounting system for small businesses, and with its many capabilities, we understand why. But like all business systems, it has its own quirks too – which can lead to frustration for newbies. So while we can’t alleviate all of your QuickBooks angst, we can always help in the envelope department to make mailing checks and invoices as frustration-free as possible. So if you ever run into trouble or have other questions, don’t hesitate to give us a shout.
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