CheckWriter Review 2025: Features, Pricing, and Pros & ConsCheckWriter is a cloud-based check printing and payroll payment platform designed for small and mid-sized businesses, bookkeepers, and accountants who need a faster, more secure way to issue checks, pay employees, and manage accounts payable. In this 2025 review I cover core features, pricing and plans, usability, integrations, security, where it shines, its limitations, and whether it’s a good fit for specific business types.
What CheckWriter does (overview)
CheckWriter lets users create, print, sign, and mail checks from a web browser or mobile device. It supports standard business checks, payroll checks, and electronic payments in some plans. Key capabilities include check printing and design, batch check runs, check mailing services, ACH and wire transfers (depending on plan and region), direct deposit, positive pay export, vendor management, and reporting. The platform also includes user roles and permissions, audit trails, and integrations that streamline bookkeeping workflows.
Key features (2025 snapshot)
- Check printing and formatting: Create and print standard business checks with customizable templates, logos, and remittance stubs.
- Batch processing: Run bulk check runs for payroll or accounts payable and print or mail checks in batches.
- Check mailing service: Option to have CheckWriter print, sign, and mail checks on your behalf to vendors or employees.
- ACH and direct deposit: Native ACH file generation and direct deposit payroll options (availability varies by plan/region).
- Electronic payments: Support for sending payments via ACH and, where available, same-day ACH or wires.
- Positive Pay and bank reconciliation tools: Export positive pay files and integrate with accounting software for reconciliation.
- Integrations: Connectors for QuickBooks Online/Desktop, Xero, Gusto, ADP, and other accounting/payroll systems.
- Multi-user roles and approvals: Set roles, approval workflows, and dual-approval requirements for check runs.
- Reporting and audit logs: Detailed payment histories, vendor reports, and audit trails for compliance.
- Mobile access: Web-responsive UI with mobile features for viewing and approving payments (feature parity varies).
- Security features: Two-factor authentication (2FA), role-based permissioning, encryption in transit and at rest.
User experience and interface
CheckWriter’s interface focuses on simplicity for non-technical users. The dashboard surfaces recent payments, pending approvals, and quick actions to create or print checks. Creating checks is guided—enter payee, amount, date, and memo; select a template; and print or send. Batch upload and CSV importing for AP runs speeds up repetitive tasks.
The platform has improved accessibility and mobile responsiveness in recent updates, though some advanced functions (complex payroll setups, deep bank reconciliation) still work best on a desktop. Customer support is available via email and chat, with phone support on higher-tier plans.
Pricing (typical structure in 2025)
Pricing tiers vary by features and volume. Typical plans are:
- Free / Starter: Limited checks per month, basic printing, manual imports (intended for very small users or trials).
- Core / Business: Monthly subscription with a set number of checks, bulk print/mailing credits, ACH capability, and basic integrations.
- Pro / Advanced: Higher check volume, ACH and same-day ACH, advanced approvals/workflows, priority support, and more integrations.
- Enterprise: Custom pricing for high volume, dedicated account management, API access, and custom compliance features.
Per-check fees and mailing fees often apply in addition to subscription costs. Many users pay a monthly fee plus a per-check or per-mailing charge. Discounts are commonly available for annual billing and high-volume contracts.
Integrations and API
CheckWriter integrates with major accounting and payroll systems (QuickBooks Online/Desktop, Xero, Gusto, ADP). A public API enables automation: create checks, query payment status, and trigger mailings. Third-party integrations reduce manual entry and improve reconciliation accuracy.
Security and compliance
CheckWriter uses industry-standard security: TLS for data in transit, encryption at rest, and 2FA for accounts. Access controls, audit logs, and approval workflows help meet internal control requirements. For banks requiring positive pay files, CheckWriter exports compliant formats. Depending on region and plan, CheckWriter may also support SOC 2 compliance and other certifications—verify on their site or with sales for the latest documentation.
Pros
- Saves time on manual check printing and mailing through automation and mail-on-demand services.
- Batch processing makes payroll and AP runs fast and less error-prone.
- Integrations with major accounting and payroll systems reduce duplication and speed reconciliation.
- Flexible fulfillment: print in-house or have CheckWriter print and mail checks.
- Approval workflows and audit trails improve internal controls.
- Per-check and per-mailing pricing scales for small businesses who don’t write many checks.
Cons
- Per-check and mailing fees can add up for very high-volume users; enterprise plans required to reduce per-unit costs.
- ACH and advanced payment features may be restricted to higher tiers or certain regions.
- Some advanced accounting workflows (deep reconciliation, complex payroll tax features) may still require complementary tools (e.g., full payroll providers).
- Mobile feature parity is improved but still lags the desktop experience for complex tasks.
- Dependency on third-party integrations — issues in connected accounting/payroll platforms can disrupt flows.
Who should consider CheckWriter
- Small-to-midsize businesses that still issue physical checks regularly and want to automate printing and mailing.
- Bookkeepers and accountants managing check runs for multiple clients.
- Organizations that need stronger approval workflows and audit trails for payments.
- Businesses that want to offload check mailing and signature logistics without changing their payment processes.
Who might want something else
- Very high-volume payers that can negotiate better rates directly with banks or need custom ACH/wire platforms.
- Organizations requiring a full payroll tax filing service—those may prefer full payroll providers (Gusto, ADP) combined with check/ACH issuance.
- Businesses that are fully digital and want to move entirely off checks to vendor portals, virtual cards, or integrated bill-pay platforms.
Practical tips before buying
- Calculate total cost: subscription + per-check + mailing + ACH fees. Compare to current bank/printer costs.
- Confirm available integrations for your accounting/payroll stack. Ask for an integration demo with your actual data flow.
- Test the mailing service: order a few checks to verify formatting and delivery times.
- Verify security and compliance documents (SOC 2, encryption details) if your industry requires them.
- Ask about volume discounts and whether same-day ACH or wire transfers are available in your region.
Verdict
CheckWriter remains a strong option in 2025 for businesses that still rely on checks but want to modernize the process. It streamlines printing, signing, and mailing while offering integrations and controls that reduce manual errors. For businesses migrating away from checks or requiring comprehensive payroll tax services, CheckWriter is best paired with a payroll provider or a payment platform that handles tax filings and full payroll compliance.
If you want, I can tailor this review to your company size, show a cost comparison using your monthly check volume, or draft a short email to CheckWriter sales asking about a specific integration.
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