Business processes are shifting during the current virtual revolution. Meetings and work are being conducted remotely in ever-increasing volumes. As the shift to virtual conferences and off-site work increases, traditional business processes like in-house check writing are becoming increasingly cumbersome and costly, leading many companies to consider outsourcing check printing services.
For businesses that are unable to make the switch to remote work, the accounts payable processes are typically still an area of opportunity for improvement. Very few organizations would call payment processes a core competency, and many struggle to maintain the expertise, processes, and systems to ensure the efficient and effective completion of accounts payable tasks.
A business writing an average of 500 checks per month will pay over $24,500 in labor, materials, and bank fees to process checks over the course of a year. While it may be tempting to implement digital payment processing systems to address these costs and other issues related to paper checks, the high implementation costs and steep learning curve associated with a new payment processing system make these changes difficult to implement. A much better option is to outsource payment processing. Outsourcing these processes is an affordable and efficient way for businesses to reduce the burden of check processing without restructuring their payment processes.
Why Outsource Check Printing and Mailing
Businesses that outsource their check printing and mailing processes experience several benefits. From labor efficiency and better supplier relationship management to expense reduction and enhanced security, outsourcing these complex processes is a great way to enhance the payment process system in any organization. Let’s examine the primary benefits of outsourcing check printing.
Outsource Printing Services to Reduce Expenses
When a company chooses to outsource printing services, often the most notable benefit is expense reduction. Check printing companies are experts in processing check payments in a timely and accurate manner. Because they focus all their efforts on these tasks, they are able to complete the services more efficiently and affordably than most companies can by keeping these services in-house. As a result, employees can refocus their time on more meaningful tasks, increasing productivity and reducing expenses.
Outsourcing allows small and medium-sized businesses to leverage economies of scale that may not be accessible internally. Combining the expertise, efficiency, and scalability of a dedicated printing check company means small business owners can access best practice payment and security models that may otherwise be out of reach.
Check Printing Companies Provide Enhanced Security
Enhanced security is another benefit of an outsourced printing check service. Securing financial information requires complex security protocols, which burden employees in the process of ensuring compliance. Specialized check printing companies can alleviate this burden for companies and ensure the adoption of best practices regarding financial security, compliance, and risk management. Trusting an expert in this area reduces the risk of cyber theft and other security issues.
According to a 2019 survey underwritten by J.P. Morgan, 82% of businesses reported payment fraud incidents in 2018. A specialized check printing service has implemented enhanced protocols to detect and address fraudulent attempts.
Outsourced payment processing companies can ensure legal compliance in various areas. Advanced security and system protocols ensure HIPAA compliance for organizations in the healthcare industry, and protocols are in place to meet financial, legal, and specialized regulatory requirements, providing peace of mind to business owners.
Outsource Check Printing Services to Improve Supplier Relations
Outsourcing print to a reliable company can also enhance your vendor relations. An efficient print outsourcing company processes checks and payments quickly, securely, and accurately. Vendors appreciate prompt payments and are more likely to be flexible with requests from companies with a good payment history. This may also reduce the time employees spend resolving aging invoices. Reducing payment processing times may allow companies to negotiate more favorable payment terms with suppliers.
Developing enhanced relationships with suppliers may also result in additional expense reduction. Customers who can quickly process supplier payments may be able to negotiate discounts if paid in full within a certain time frame, such as the common payment term of 2% net 10, which offers the purchaser a 2% discount if they pay the net invoice in full within 10 days. Furthermore, quick-paying customers may be able to negotiate more favorable contracts with suppliers as the relationship develops.
Better Decision Making
A specialized check printing company can provide more comprehensive reporting than most companies can provide internally. Transparency and knowledge regarding payment status, amounts, dates, and other relevant criteria enable you to see who you are paying, providing better visibility into accounts payable processes and supporting informed operational decision-making.
Many of today’s businesses maintain accounts in multiple banks, which can create challenges for traditional in-house payment processing systems. With an outsourced check printing service, the check writer generates reports across multiple accounts and banks, giving full visibility into the accounts payable process from end to end.
Accounts payable reporting provides the opportunity to identify trends, consolidate vendors, and monitor supplier contracting obligations. Businesses will also be better equipped to track and trend expenses over time, enabling them to more effectively accomplish budgeting and performance projection tasks.
Print Outsourcing Reduces Errors
Errors can be costly enough on their own, but in certain industries, accounting errors can quickly escalate into compliance or legal issues. Specialized outsourcing firms only do accounts payable processes. This makes them not only more efficient but also much more accurate, ensuring fewer errors in your payment processes. In addition to incorporating best practices into their work, AP outsourcing companies typically have incorporated the latest technologies into their processes to identify and correct errors before they become problems.
Other Benefits
Outsourcing check printing may also offer additional benefits. As resources become more flexible through outsourcing, businesses may find that they are more agile by refocusing those resources on areas of opportunity more quickly. Businesses have more resources to dedicate to leveraging their organizational core competencies and creating a stronger value proposition for customers, rather than managing complex payment processes that often add no additional value to the customer. Real-time tracking of mailed payments allows you to see exactly where your payments are, including delivery times and locations, providing peace of mind regarding the status of your payment delivery.
If you have been wondering about payment options for your business and are curious about how we can help you increase operational efficiency, agility, and value creation, you owe it to yourself to explore the benefits of outsourcing with us. Reach out today to find out how we can help you spend your time and resources on the things that matter most to your business.
References
[1] https://www.bill.com/sites/default/files/how%20much%20does%20it%20really%20cost%20to%20pay%20with%20paper%20checks.pdf
[2] https://www.afponline.org/ideas-inspiration/topics/articles/Details/survey-fraud-hits-record-high-impacts-82-of-businesses/
Last updated: September 2025