Small Business Accounting Supplies: The Complete Guide to Business Checks, Tax Forms, Deposit Supplies & More
From paying vendors and employees to preparing tax documents and organizing deposits, the right accounting supplies can help your business stay accurate, organized, and ready for the next transaction.
Running a small business involves much more than selling products or providing services. Behind the scenes, businesses rely on a variety of accounting and banking supplies to process payments, record transactions, prepare tax documents, make deposits, and keep important paperwork organized.
For some companies, that may mean ordering business checks and deposit supplies. For others, it may include QuickBooks-compatible checks, W-2 and 1099 tax forms, business envelopes, stamps, or pressure seal equipment.
The challenge is knowing what your business actually needs, how the different products work together, and when it is time to reorder. This guide explains the most common accounting supplies used by small businesses and provides practical tips for keeping them organized.
Quick Guide
1. Business Checks
Business checks remain one of the most practical payment methods for many small businesses. They provide a paper record of the transaction and can be used for vendors, contractors, rent, utilities, payroll, taxes, and other business expenses.
Businesses can choose from several check formats depending on their accounting system and workflow. Common choices include computer checks, voucher checks, wallet checks, manual checks, and checks designed for accounting software.
When selecting checks, consider your accounting software, printer compatibility, check layout, security features, quantity needed, and whether you need the checks blank or professionally imprinted with your business information.
2. QuickBooks-Compatible Checks
Many small businesses use accounting software to manage accounts payable, payroll, expenses, and financial records. When checks are printed directly from accounting software, compatibility becomes an important consideration.
QuickBooks-compatible checks are designed for use with supported QuickBooks printing workflows. Depending on the format, they may be used for accounts payable, payroll, or other business payments.
Before ordering, confirm the check format your business needs. You should also verify the check position, paper size, voucher configuration, and printer setup.
It is also a good idea to order enough checks to avoid running out during an important payment cycle without purchasing significantly more than your business can reasonably use.
3. Imprinted Business Checks
Imprinted checks add your company's information directly to the check design. Depending on the product, this can include the business name, address, phone number, banking information, logo, and other permitted information.
For businesses that regularly issue checks, professionally imprinted checks can create a more consistent appearance and reduce the amount of information that must be entered manually.
However, ordering imprinted checks requires greater attention to detail than ordering blank check stock. Banking information, business information, check numbers, and account details should be carefully reviewed before production.
Always verify the customer's company, account information, previous order, previous ending check number, and new quantity before assigning the next starting number.
4. Blank and Manual Checks
Blank checks can be useful when a business needs check stock that can be printed or customized through its own workflow. Manual checks provide another option for businesses that occasionally need to issue a check without using a computer printer.
Manual checks can be especially useful as a backup payment method. For example, a business may experience a printer problem, computer issue, or other situation where a manually written check is needed.
Keeping a small backup supply can help prevent an unexpected interruption in your normal payment process.
5. Choosing the Right Check Security Level
Business checks can include different security features designed to help protect against alteration, copying, and other forms of check fraud.
Basic security features for businesses looking for practical protection at an economical price.
Additional security features for businesses that want increased protection for routine check activity.
More advanced security features for businesses that place a higher priority on check-security controls.
The right level depends on your transaction volume, risk tolerance, internal controls, and banking practices.
6. Tax Forms for Small Businesses
Tax forms are another essential category of accounting supplies. Depending on the type of business and the people it pays, a company may need forms associated with employees, independent contractors, retirement plans, healthcare reporting, or other tax-related reporting requirements.
Common business tax forms include W-2 forms and various 1099 forms. Requirements can change, so businesses should always verify the current requirements applicable to their situation.
Choosing the correct form is only part of the process. Businesses should also consider compatible envelopes, additional copies, filing requirements, and how many forms they expect to need.
7. W-2 Forms
W-2 forms are used by employers for reporting employee wages and certain tax information. Businesses responsible for preparing W-2s should make sure they purchase forms appropriate for their filing and printing process.
Because tax reporting requirements can change, businesses should confirm current IRS instructions and applicable state requirements before ordering large quantities.
8. 1099 Forms
1099 forms are commonly associated with reporting certain payments made to individuals and businesses outside the traditional employee relationship.
Businesses may encounter several different 1099 forms depending on the type of payment and reporting situation. The correct form should be selected based on the current reporting requirements applicable to the business.
Keeping commonly used forms on hand before tax season can help prevent last-minute ordering problems.
Prepare for Tax Season Before You Need the Forms
One of the easiest ways to make tax season more stressful is to wait until the last minute to determine what forms, envelopes, and supplies are required.
Review your prior-year usage, identify the forms you expect to need, and order early enough to allow time for printing, addressing, reviewing, and correcting paperwork.
Always confirm current tax-form requirements and deadlines using the appropriate federal and state resources.
9. Deposit Slips and Deposit Supplies
Businesses that regularly receive checks or cash need an organized process for preparing deposits. Deposit slips, deposit bags, and related banking supplies can help create a consistent workflow.
For businesses making frequent deposits, having supplies readily available can reduce interruptions and help employees follow the same process each time.
Businesses should also establish internal procedures for verifying deposit amounts, retaining records, and reconciling deposits with accounting records.
10. Business Check and Tax Form Envelopes
Envelopes are often overlooked when businesses plan their accounting supply orders. Yet the correct envelope can make mailing checks, tax documents, statements, and other business paperwork easier and more organized.
Check envelopes and tax-form envelopes are designed for specific document sizes and folding configurations. Selecting the right envelope helps prevent unnecessary folding, poor fit, or document damage.
If your business mails a significant number of checks or tax forms, purchasing envelopes at the same time as your forms can simplify preparation.
11. Business Stamps
Business stamps can save time on repetitive paperwork. Instead of repeatedly handwriting or printing routine information, a stamp can make common office tasks faster.
Depending on the business, useful stamps may include company information, return addresses, approval markings, deposit information, or other frequently used office wording.
For businesses that process a large amount of paperwork, small time savings repeated throughout the year can add up.
12. Pressure Seal Checks and Forms
Pressure seal systems are designed to fold and seal compatible documents without traditional envelopes. They can be useful for businesses processing large quantities of checks, statements, notices, tax documents, or other confidential paperwork.
A pressure seal workflow can reduce manual folding and envelope-stuffing work, particularly for businesses handling repetitive mailings.
Businesses considering a pressure seal machine should look at the volume of documents they process, the compatible forms, machine specifications, and their overall mailing workflow.
13. Organization Is Just as Important as the Supplies
Having the correct accounting supplies is only part of an efficient system. Businesses also need a reliable way to track what they have ordered, what they have used, and what needs to be reordered.
A simple supply-management system can track:
- Product type
- Vendor or supplier
- Order date
- Quantity purchased
- Quantity remaining
- Last check number used
- Next check number needed
- Tax-form quantities
- Envelope quantities
- Deposit supply levels
Even a simple spreadsheet can provide much better visibility than trying to remember everything from individual invoices or emails.
14. Tracking Check Numbers Correctly
Check-number tracking is particularly important when ordering imprinted checks. A mistake in the starting number can result in duplicate numbers, skipped numbers, or checks that do not continue the sequence correctly.
For example, suppose the previous order begins with check number 13,600 and contains 500 checks.
The previous order ends at 14,099, making 14,100 the correct next starting number.
The key is to calculate from the inclusive range rather than simply guessing from the previous order number or relying on memory.
15. Create a Consistent Reorder Process
A repeat customer should not have to provide every piece of information from scratch every time they reorder. At the same time, a business should never assume that an old order automatically contains the correct information for a new order.
A good reorder process should verify:
- Business name
- Contact information
- Checking account last four digits
- Previous order number
- Previous quantity
- Previous starting check number
- Previous ending check number
- New quantity requested
- Correct next starting number
- Current proof or banking information when required
The more consistent the process, the less likely it is that an old order will accidentally be used when the customer has provided updated information.
Small Business Accounting Supply Checklist
Use this checklist when reviewing your accounting and banking supplies:
□ Business checks
□ QuickBooks-compatible checks
□ Imprinted checks
□ Blank or manual checks
□ Tax forms
□ W-2 forms
□ 1099 forms
□ Tax-form envelopes
□ Check envelopes
□ Deposit slips
□ Deposit bags and supplies
□ Business stamps
□ Pressure seal equipment
□ Pressure seal forms
Common Accounting Supply Mistakes to Avoid
Ordering too late
Waiting until supplies are almost gone can create unnecessary pressure. Maintain a reasonable reorder point for frequently used items.
Ordering the wrong format
Check layout, printer compatibility, form type, and envelope size before placing an order.
Failing to verify reorder information
Never assume that an older order automatically reflects the customer's current banking or business information.
Not tracking check numbers
Keep accurate records of starting and ending check numbers so future orders continue the sequence correctly.
Buying only one piece of the workflow
Checks, tax forms, envelopes, deposit supplies, and other products often work together. Review the complete workflow instead of purchasing each item in isolation.
How to Choose the Right Accounting Supplies
Every business has a different workflow. A company with a handful of monthly payments will have different needs than a company processing hundreds of checks and tax documents.
Before ordering, consider:
- Volume: How many checks, forms, envelopes, or deposits do you process?
- Software: What accounting or payroll software do you use?
- Printing: What printer and paper formats are required?
- Security: What level of check protection fits your workflow?
- Storage: Do you have a secure and organized place for supplies?
- Reordering: How will you know when it is time to purchase more?
- Workflow: Could pressure sealing or other equipment save repetitive labor?
Taking a few minutes to answer these questions can make future ordering much easier.
Shop Accounting & Business Supplies
Choice Checks provides a range of business checks, tax forms, deposit products, envelopes, stamps, and pressure seal equipment to help businesses manage everyday accounting and office workflows.
Frequently Asked Questions
What accounting supplies does a small business commonly need?
Common supplies include business checks, accounting-software-compatible checks, tax forms, envelopes, deposit supplies, business stamps, and other banking or office products.
How often should I reorder business checks?
It depends on how many checks your business writes. Reviewing your average monthly usage and keeping a reasonable supply on hand can help determine the appropriate reorder point.
How do I calculate the next starting check number?
Determine the final check number in the current sequence and make the following number the starting number for the next order. For example, if an order begins at 13,600 and contains 500 checks, the final number is 14,099 and the next starting number is 14,100.
Should businesses order tax forms early?
Planning ahead can reduce last-minute problems. Businesses should review their expected requirements and verify current federal and state instructions before ordering.
Can accounting supplies help make a business more organized?
Yes. A consistent system for ordering, storing, tracking, and reordering supplies can reduce interruptions and make routine accounting tasks easier to manage.
Are pressure seal systems useful for small businesses?
They can be, particularly for businesses that process large quantities of documents and want to reduce repetitive folding and envelope-stuffing tasks. The value depends on document volume and workflow.
Keep Your Business Prepared, Organized & Ready
The right accounting supplies can make everyday business tasks easier to manage. Whether you need business checks, tax forms, deposit products, envelopes, stamps, or pressure seal equipment, planning ahead can help keep your workflow moving.