How to Fix Incorrect Address or Details on Printed Payroll Checks in QuickBooks Desktop Pro/Premier

To fix incorrect addresses or details on printed payroll checks in QuickBooks Desktop Pro/Premier Payroll, update employee profiles with accurate mailing information, verify the company address in the “My Company” section, and confirm the payroll tax filing address. Adjust the check style and alignment under Printer Setup, and ensure you’re using the correct check format.

In case the printing issues continue, run the QuickBooks PDF & Print Repair Tool via the Tool Hub to resolve misalignment or corrupted data problems.

Errors related to incorrect printed payroll details often result from outdated employee records, inaccurate company or tax addresses, misconfigured check templates, or corrupted print data.

Incorrect payroll check details can delay payments, cause compliance issues, and lead to extra administrative work for reprints and corrections.

Resolving these conditions ensures that payroll checks display accurate and legally compliant information. Users improve payroll reliability, reduce printing errors, and avoid complications with employees or tax authorities by addressing these root causes directly.

A Complete Payroll Check Must Include the Following: Accurate company and employee names and addresses, the correct payment date, amount, and check number, proper bank account details, accurate tax deductions with year-to-date (YTD) totals, and a clear breakdown of payroll items.

Key Causes of Incorrect Address or Details on Printed Payroll Checks in QuickBooks Pro/Premier Payroll

Incorrect payroll check information usually comes from three main sources: outdated employee profiles, incorrect company address settings, and misaligned or corrupted check templates. Reviewing each of these areas helps prevent formatting issues and ensures the printed checks reflect accurate details.

Key Causes of Incorrect Details on Printed Payroll Checks

Prerequisites Before Troubleshooting Steps

Before fixing incorrect printed details, follow these preparatory steps to prevent further errors:

• Apply Software & Payroll Updates
  • Go to Help > Update QuickBooks Desktop and ensure payroll updates are current: Employees > Get Payroll Updates.
• Verify Printer Setup & Check Stock
  • Use pre-printed QuickBooks-compatible check stock and confirm correct printer configuration.
• Clear Cache & Temporary Files
  • Use QuickBooks Tool Hub to clean up data affecting check layout and printing.
• Ensure a Stable Internet Connection
  • Maintain a steady connection to ensure successful syncs and updates during printing or payroll configuration.
• Back Up Your Company File
  • Always back up: File > Back Up Company > Create Local Backup.

Steps to Fix Incorrect Address or Details on Printed Payroll Checks in QuickBooks Pro/Premier

The following steps help users to identify and correct errors in employee profiles and company settings, as well as check templates.

This ensures accurate data prints on checks, prevents compliance issues, and eliminates the need for reprints:

Step 1: Verify and Update Company Information

Updating company details ensures legal business information prints correctly. This information prints on payroll checks, tax filings, and forms. QuickBooks pulls this data from the “My Company” section. Incorrect data in this section prints incorrectly on outputs.”

1. Go to Company > My Company > Click the Edit.
2. Under the Legal Information section, verify and update the company’s legal name and address.
3. Click OK to save changes.

Step 2: Verify Employee Profile Address

QuickBooks uses the mailing address in each employee’s profile to print paychecks accurately. 

These steps ensure accurate delivery of payroll checks with correct recipient details. Maintaining updated address information supports legal compliance and requirements.

1. Go to Employees > Employee Center > Select Employee
2. In the Address & Contact tab, verify or update the mailing address.
3. Click OK to save.

Step 3: Confirm Payroll Tax Filing Address

This step ensures that payroll checks and associated tax documents reflect the correct filing address, especially important when dealing with federal or state tax agencies. Errors here can cause issues in compliance or result in rejected forms.

1. Go to Employees > Click on Payroll Center > File Forms.
2. Click View/Edit beside relevant tax forms or addresses.
3. Verify that the Filing Address in the General Tax Information section is correct.

Step 4: Fix Check Template, Style, and Alignment

Misconfigured print settings, incorrect check styles, or template misalignment often cause improper layout or missing address information. This step ensures printed payroll checks use the correct format, printer, and alignment settings.

A. Set the Correct Printer

Assigning the correct printer prevents output errors and ensures compatibility with check stock.

1. Go to File > Printer Setup.
2. In the Form Name dropdown, choose Check/Paycheck.
3. Choose the printer from the list and click OK.

B. Adjust Check Alignment

Improper alignment results in shifted fields or unreadable addresses. Adjusting alignment guarantees that the address details are printed in the designated sections of the check.

1. Go to File > Printer Setup.
2. Select Check/Paycheck from the Form Name dropdown.
3. Click Align and follow the on-screen instructions to fix alignment issues.

Tip: A test print on plain paper is recommended before printing checks.

C. Use the Correct Check Style

Using the appropriate check format ensures that all address fields and paycheck information fit properly in the printed layout, reducing misprints.

1. In the PrinterSetup window, select the correct format under Check Style.
   • Voucher (most common),
   • Standard, or
   • Wallet.
2. Select OK to apply changes.

Tip: If alignment issues persist, consider recreating the template or using a default one.

Step 5: Resolve Print Issues Using QuickBooks Tool Hub

Running the PDF & Print Repair Tool from QuickBooks Tool Hub resolves print-related issues caused by damaged files or corrupted print configurations. This tool resets key components and ensures that the correct data renders during paycheck printing.

1. Download or open QuickBooks Tool Hub (from Intuit’s official website).
2. Navigate to Program Problems.
3. Run the QuickBooks PDF & Print Repair Tool.

Conclusion

Incorrect addresses and details on printed payroll checks can create serious disruptions in payroll processing, compliance reporting, and employee satisfaction. Verifying employee profiles, company data, payroll settings, and print configurations can ensure accurate, professional paychecks every time. Regular audits and updates reduce the risk of future errors and simplify payroll management in QuickBooks Desktop Pro/Premier.

Frequently Asked Questions

Why does QuickBooks keep printing the old company address on paychecks?

Check that both “My Company” and Payroll > General Tax Information are updated. QuickBooks may default to outdated addresses in tax setup even after profile updates.

How do I fix alignment issues in QuickBooks Desktop Pro/Premier?

Go to File > Printer Setup > Form Name: Check/Paycheck > Align to run the alignment tool and adjust the layout. Always test print before using live checks.

What if employee profile changes aren’t saving?

Try verifying and rebuilding data (File > Utilities > Verify Data > Rebuild Data) or recreating the employee profile if corruption is suspected.

Disclaimer: The information outlined above for “How to Fix Incorrect Address or Details on Printed Payroll Checks in QuickBooks Desktop Pro/Premier” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.