Pay an expense claim by cheque

If you have a Canadian organisation in Xero, you can create a cheque payment to pay an expense claim, then print the cheque or save it for printing later.

Find the expense claim and create the cheque payment

  1. In the Accounts menu, select Expense Claims.
  2. Click the Awaiting Payment tab.
  3. Open the expense claim you want to pay by cheque.

    Image showing expense claim selected.

  4. Enter the expense claim payment details.
  5. Select the Pay by cheque checkbox.

    Image showing refund details entered on credit note.

  6. Click Paid.
  7. Enter the Pay by Cheque details
  8. Print the cheque or save it for later

Pay by Cheque fields explained

This section provides guidance and tips on the Pay by Cheque fields.

Option Description
Cheque #

You can change the number to the next available number, or a cheque number you deleted.

You cannot reuse a cheque number on an uncleared, reconciled, or voided cheque from the same bank account. Cheque numbers are unique across bank accounts.

Pay toYou can change the payee. Both names appear on the cheque - the original payee displays as a reference so you know who the payment is to.
MemoAdd, edit, or delete a memo to display on the cheque.
AddressIf you add or change the address of your payee, this will also update the contact's postal address.
Cheque StyleYou can change the style applied to the cheque.

Print and Save fields explained

This section provides guidance and tips on the Print and Save fields.

Option Description
Save & Print PDF

Before you print the cheque, you'll need to:

  • Change the page scaling to none so the cheque fits the preprinted cheque voucher exactly.
  • If this is your first time printing this cheque style or you've changed the print alignment, do a test print onto blank US-letter paper. You may need to adjust the print alignment.
  • Use compatible cheque stock.
SaveSave the cheque payment in the following situations:
  • If you want to print the cheque from Xero later.
  • If you want to use your own cheque book or other cheque printing software.

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