Print Later

Manage the “Print later” setting in QuickBooks Online

The Print later checkbox helps you queue up forms (like invoices, checks, or purchase orders) to print in a single batch. However, sometimes this setting behaves unexpectedly, or you may need to clear a long list of pending items.

Here is how to manage the “Print later” setting for different workflows.

How “Print later” works

When you create a form, checking Print later adds it to a queue. You can then print all queued items at once by going to the + New button and selecting Print checks (for checks) or using the Printers settings for invoices and sales receipts.

QuickBooks Online generally remembers the last action you took. If you check “Print later” on a new form, the program may keep that box checked for subsequent forms until you uncheck it.

Turn off “Print later” for new forms

If the “Print later” box keeps defaulting to a checked state, you can change this behavior manually. QuickBooks Online does not have a permanent setting to hide or disable this feature; you must change it on the form itself.

To stop new forms from being marked for printing:

1. Open the form you are creating (e.g., an Invoice or Check).
2. Locate the Print later checkbox (usually near the Print or Save buttons).
3. Uncheck the box.
4. Save the form.

Once you save a form with the box unchecked, QuickBooks Online will typically leave it unchecked for the next new form you create.

Issues with check numbers

When writing checks, the “Print later” setting interacts with check numbering:

• If “Print later” is checked: QuickBooks assigns a generic number (like “To Print”) so you can assign the actual check number when you print it on your pre-printed stock.
• If “Print later” is unchecked: QuickBooks assigns the next check number in your sequence immediately.

If you find the check number is defaulting to a previous number or behaving unexpectedly, try toggling the Print later box off and on again before saving to reset the numbering logic.

Clear forms stuck in the print queue

Sometimes forms remain in the print queue even after you have printed them, or you may have a list of old forms you no longer need to print.

To remove a single form from the queue:

1. Open the specific form (e.g., Invoice or Purchase Order).
2. Uncheck the Print later box.
3. Save and close.

To clear a large batch of forms (for example, hundreds of old invoices):

• The “Printer Offline” method: If you have a very long list of items to clear, you can set your printer to “Offline” or disconnect it temporarily. Select all the pending items in the print window and attempt to print. The print job will fail, but QuickBooks will typically clear the items from the “Print later” queue because it believes the print command was processed.

Print a batch of forms

If you want to print all invoices or sales receipts for a specific month, they must be marked Print later.

1. Ensure the forms you want to print have the Print later box checked.
2. Go to the + New menu.
3. Select Print Checks (for checks) or navigate to the Invoices or Sales Receipts list view to find the batch print option.
4. Filter or select the specific forms you wish to print.

If a form is missing from the batch list, verify that it is actually marked Print later.