Don't print your full account number on deposit slips

No, you should not print your checking account number on deposit slips in QuickBooks, and most banks will tell you the same thing. A deposit slip is a piece of paper that moves through the mail, sits on a teller's desk, and gets filed in places you cannot control. Your full account number on that slip is a direct path to fraud.

QuickBooks allows you to customize deposit slips, which means you can choose what information appears on them. The safest choice is to print only the last four digits of your account number, or to leave the number off entirely and write it by hand at the bank when you deposit. Many businesses use a routing number and a truncated account number instead, which gives the bank what it needs without exposing your full number to every person who handles the slip.

Key Takeaways

  • Printing your full checking account number on a deposit slip creates a record that travels through mail and sits in multiple locations where it can be photographed or stolen.
  • QuickBooks deposit slip templates let you customize what prints, so you can choose to print only the last four digits or omit the number entirely.
  • Your bank's teller can match a deposit to your account using your routing number and the last four digits, so a full number is unnecessary.
  • If you have already printed slips with your full account number, do not use them; order new ones or write the number by hand at the bank instead.

How QuickBooks handles deposit slip customization

When you set up deposit slips in QuickBooks, you control which fields print on each slip. The software pulls information from your bank account settings, including the account number you entered during setup. You can edit the deposit slip template to include or exclude any field, including the account number itself.

To change what prints, open your deposit slip template in QuickBooks, locate the account number field, and either delete it or replace it with a formula that shows only the last four digits. Most versions of QuickBooks use a function like RIGHT(AccountNumber, 4) to display only the rightmost four characters. If you are unsure how to edit the template, your QuickBooks support documentation or your accountant can walk you through the steps for your specific version.

Why banks do not need your full account number on paper

A teller processing your deposit needs three pieces of information to route the money correctly: your routing number, your account number, and the deposit amount. However, the routing number and the last four digits of your account number are enough for the bank's system to match the deposit to your account. The full account number is redundant for the teller's purposes.

Some banks print deposit slips with no account number at all, relying instead on a barcode or a pre-printed routing number. Others print only the last four digits. This is standard practice because it reduces the risk that a lost or intercepted slip will give a thief everything needed to access your account. Your bank's security team has already decided what information is safe to print; following that standard is the easiest way to protect yourself.

What happens if you have already printed slips with your full number

If you have already ordered or printed deposit slips that show your full account number, stop using them. Do not mail them out or leave them where customers or employees can pick them up. Shred the old slips or recycle them in a way that makes the number unreadable.

For future deposits, you have two options: order new slips with the account number removed or truncated, or write your account number by hand on blank deposit slips at the time of deposit. Writing it by hand means the number exists only on a slip you control, and only for the few minutes it takes the teller to process it. This is actually safer than printing, because the slip never travels through the mail or sits in a pile on a desk.

Setting up a safer deposit slip template in QuickBooks

To create a deposit slip template that does not expose your full account number, start by opening your deposit slip settings in QuickBooks. Look for the field that contains your account number and either remove it or modify it to show only the last four digits.

If you want to keep the account number visible for your own records but not print it, you can also set the field to print in white text on a white background, which makes it invisible on the printed page but still visible on screen. This is a workaround some businesses use when they need the information in their file but not on the physical slip. The cleaner approach is simply to delete the field and rely on your routing number and the last four digits instead.

Alternatives to printed deposit slips

Many banks now offer mobile deposit, which means you photograph a check with your phone and send it to the bank without ever printing a slip. QuickBooks integrates with mobile deposit services, so you can record the deposit in your accounting software and submit it to the bank through an app, all without printing anything. This eliminates the security risk of a physical slip entirely.

If your business receives frequent deposits, ask your bank whether they offer a lockbox service or direct deposit for customers. These services route money to your account without requiring a deposit slip at all. For the deposits you do make in person, mobile deposit or a hand-written account number on a blank slip is safer than a pre-printed full account number.

Frequently Asked Questions

Can someone use my account number from a deposit slip to withdraw money?

Yes, if they have your full account number and routing number, they can attempt to set up unauthorized transfers or ACH withdrawals from your account. This is why banks recommend never printing your full account number on documents that leave your control. The last four digits alone are not enough to initiate a transfer; a thief would need additional information like your name and address, which are often on the slip as well.

Does my bank require the full account number on the deposit slip?

No. Call your bank and ask what information they need printed on a deposit slip. Most will tell you that the routing number and the last four digits of your account number are sufficient. Some banks have their own pre-printed slips that show only partial information for this reason.

If I write my account number by hand instead of printing it, will the teller still process the deposit?

Yes. Tellers process hand-written account numbers on deposit slips every day. Writing it by hand is actually safer because the number exists only on a slip you control and only for the few minutes it takes to deposit. The teller will match it to your account using the routing number and the handwritten digits.

What if I use QuickBooks for multiple bank accounts—should I print different slips for each?

Yes, you should have separate deposit slip templates for each account, each showing only the routing number and the last four digits of that account's number. This prevents confusion and ensures that deposits go to the correct account. QuickBooks lets you create multiple templates, so set one up for each account you use.

Can I edit a QuickBooks deposit slip template if I am not comfortable with coding?

Yes. You do not need to know how to code to delete a field from a template. Simply open the template, find the account number field, and delete it. If you want to show only the last four digits, your accountant or QuickBooks support can help you add the formula, or you can ask your bank to provide a template that already has this built in.