Step-by-Step Guide: Getting Started with ezCheckDraft

Top 7 Tips to Maximize Efficiency with ezCheckDraftezCheckDraft is a lightweight, user-friendly check-printing program aimed at small businesses, nonprofits, and individuals who need a simple way to create professional checks on blank check stock or pre-printed forms. Used properly, ezCheckDraft can save time, reduce errors, and streamline your payables process. Below are seven practical tips to help you get the most efficiency from the software.

1. Set up templates that match your check stock exactly

One of the biggest time-savers is configuring ezCheckDraft’s print template to match the layout of your check stock precisely. Measure the positions of the MICR line, payee, date, amount (numeric and written), and signature line on one sample check, then enter those coordinates into the template settings.

• Benefit: Prevents wasted checks and reprints.
• Quick checks: print a single test page on plain paper, hold it behind the check stock against a light source, and confirm alignment before committing.

2. Use consistent naming and accounting fields

Create a consistent naming convention for vendors, accounts, and categories. ezCheckDraft lets you save payee information and memo fields—use them.

• Benefit: Reduces duplicate entries and speeds up future check creation.
• Pro tip: Include vendor account numbers or short codes in the name field for fast lookup.

3. Batch-enter recurring payments

For recurring monthly payments (rent, subscriptions, payroll advances), create a saved template or duplicate previous checks and edit only the changing fields (date and amount). If your version supports bulk import, prepare a CSV with the required fields and import it to generate multiple checks quickly.

• Benefit: Saves repetitive data entry time and ensures consistency.
• Tip: Keep a single “recurring payments” folder for easy access to templates.

4. Reconcile printed checks regularly

After printing checks, reconcile them against your check register or accounting software. Mark checks as printed and attach reference numbers or memos.

• Benefit: Prevents overdrafts and duplicate payments, simplifying month-end reconciliation.
• Practical step: Set a weekly routine to confirm printed checks match bank transactions.

5. Use security features and protect check stock

ezCheckDraft supports printing security backgrounds and warnings; combine these with physical security measures—store blank check stock in a locked cabinet and limit who can print checks.

• Benefit: Reduces fraud risk and unauthorized printing.
• Tip: Use a separate user account or workstation for check printing, and restrict access rights if the software supports it.

6. Integrate with your accounting workflow

Even if ezCheckDraft does not have full two-way integration with your accounting system, make it part of your documented workflow: export check data, record check numbers in your ledger, and attach copies (PDFs) to vendor records.

• Benefit: Maintains a clear audit trail and reduces manual reconciliation time.
• Example workflow: Generate check → save PDF to vendor folder → enter check number and memo into accounting software immediately.

7. Keep backups and version control of templates

Maintain backups of your ezCheckDraft database and templates. If you update paper stock or change printer settings, keeping versions will let you revert quickly if alignment or formatting gets corrupted.

• Benefit: Minimizes downtime and preserves previously validated templates.
• How: Export templates and data periodically (weekly or monthly) and store them on a secure external drive or cloud backup.

Quick Checklist for Faster, Safer Check Printing

• Align templates once and test-print on plain paper.
• Use saved payees and consistent naming conventions.
• Batch-process recurring payments or import via CSV when possible.
• Reconcile printed checks weekly.
• Store check stock securely and restrict printing access.
• Integrate check records into your accounting system immediately.
• Back up templates and data regularly.

By applying these seven tips you’ll reduce errors, save time, and make ezCheckDraft a reliable part of your payables process.