Check printing and payment tools for utility companies
Print vendor checks, mail deposit refunds, and pay contractors from one platform. Your PUC auditor can trace every payment with logged timestamps, and Positive Pay protects every check before it clears.
- ✓Print checks on blank paper with any standard printer
- ✓Mail checks via USPS for $1.25 or overnight via FedEx
- ✓Bulk-process up to 250 deposit refunds in one upload
Compliance documentation available on request
Metrics reflect cumulative totals to date and are not independently audited.
Utility AP faces pressures that general AP software wasn't built for
Without OCW
Customer deposit refunds pile up fast.
When accounts close, your state PUC requires refunds within 30 to 60 days. However, processing hundreds of refund checks by hand risks missed deadlines and regulatory penalties. As a result, each late refund becomes a complaint your commission office has to answer.
Rate case auditors trace every dollar you disburse.
Specifically, manual check-writing leaves gaps in your audit trail. For example, when your PUC examiner requests three years of vendor payment history, scattered records turn a routine review into weeks of manual reconstruction.
Line crews and contractors expect payment on time
Indeed, pole replacements, transformer installs, and meter upgrades depend on contractors who want checks. In addition, slow AP means delayed infrastructure work and frustrated crews during storm season.
With OCW
Clear your refund backlog in minutes.
To begin, upload a CSV from your CIS with all pending deposit refunds. Then each check gets a unique MICR line and is ready to print or mail. As a result, you can process 250 refund checks in one batch instead of writing them one at a time.
The platform documents every disbursement automatically.
Specifically, the platform logs who created each payment, who approved it, and when it cleared. As a result, you can export a full audit report in minutes. Ultimately, your rate case examiner gets the records they need without a scramble.
Pay contractors the way they want to be paid.
For instance, print checks in your office for same-day pickup, or mail via USPS for $1.25 each. For urgent storm-response work, overnight FedEx delivery gets checks there by the next business day. Ultimately, contractors get paid, and your infrastructure stays on schedule.
From CIS export to mailed check in four steps
Upload your vendor list
First, upload your vendor list or import directly from your CIS.
Enter or upload amounts
Then enter payment amounts or upload a batch file.
Route through approvals
Next, route each payment through your approval chain.
Print or mail
After approval, print checks in-house on blank paper, or we print, fold, and mail for $1.25.
Built for every utility back-office model
Municipal & investor-owned utilities
Generally, your finance team processes vendor payments, customer deposit refunds, and inter-departmental transfers under PUC/PSC oversight. As a result, you need multi-level approvals that match your procurement policies. Additionally, your system logs every payment automatically for rate case review.
Rural electric cooperatives
Likewise, your board approves disbursements, your controller signs off, and RUS tracks every dollar. In addition, you can bulk-process capital credit refunds when your board authorizes annual distributions. Furthermore, audit exports align with 7 CFR Part 1767 reporting.
Water, gas & combined utilities
By contrast, smaller teams need simpler tools. For example, print vendor checks and deposit refund checks without dedicated AP staff. Also, QuickBooks and Sage sync keeps your books current without double entry.
One platform, sized for utility AP
Print, mail, approve, and reconcile every check with check-printing software built for AP teams.
Check Printing
Specifically, print on blank paper with MICR encoding, usually with any standard printer.
Check Mailing
Specifically, we print, fold, and mail for $1.25 via USPS. Additionally, overnight FedEx is available.
Positive Pay
Indeed, every check is matched to your bank’s register before clearing.
Bulk Processing
Upload a CSV. Then process hundreds of checks in one batch.
Approval Workflows
Role-based approvals with timestamps your auditor can trace.
Accounting Sync
Also, two-way sync with QuickBooks, Xero, and Sage.
Beyond checks - when your vendors prefer ACH, wire, or card - Not every vendor, expert witness, or co-counsel wants a check. For those who prefer electronic payment, our parent platform Zil Money handles ACH, wire, and virtual card workflows, backed by the same FDIC partner bank and built on the same compliance stack.
Visit zilmoney.com/utility-payments/ →How much could your utility save?
Between portal logins, check supplies, and bookkeeper hours, paying utilities the manual way costs more than most operators realize. Slide the inputs to match your reality and see what OCW changes.
Your utility AP today
From signup to first check in days, not months
Account setup
First, account setup, bank connection, and user permissions are configured.
Import & test
Then import your vendor list from your CIS or accounting system. Next, test a small batch of checks.
Go live
Finally, go live with full vendor payments and deposit refund processing. Meanwhile, your dedicated onboarding specialist guides your team throughout the process. Also, no hardware to install and no software to download.
Audit & compliance support
Additionally, your audit trail builds automatically with every payment. For instance, when your PUC rate case examiner requests disbursement records, export a full timestamped report in minutes – no manual assembly required. As a result, your compliance documentation stays current without extra work.
Trusted by professionals across the country
"I really like how easy it is to create and print checks. The interface is user-friendly, and the payment processing and money transfer options save me a lot of time.
"
"Being able to edit and personalize checks is a great feature. The cost is also very affordable considering other services charge hundreds of dollars for the same end product.
"
"It was an extremely straightforward product that did not take a whole lot of time to figure out. You didn’t have to download any additional programs which was something that I liked.
"
Can we process bulk deposit refund checks for closed customer accounts?
Yes. To begin, upload a CSV with all pending refunds from your CIS. Then each check prints with a unique MICR line and gets mailed for $1.25 via USPS. As a result, you can process up to 250 refund checks in one batch instead of writing them individually.
Does the platform create audit trails that satisfy PUC rate case examiners?
Yes. Specifically, every payment logs who created it, who approved it, when it was processed, and when it cleared. In addition, you can export a complete audit report covering any date range in minutes. As a result, reports are ready for PUC or PSC review without manual assembly.
Does OnlineCheckWriter.com meet NIST 800-53 requirements?
First, our security program is aligned with NIST 800-53 controls, the federal baseline for information security. Specifically, your security team can request our compliance documentation and framework-mapping evidence for procurement review. In addition, our controls are aligned with SOC 2 Type II, PCI DSS, and ISO 27001 frameworks, with documentation available on request.
How does Positive Pay protect our utility's checks from fraud?
First, every check you print or mail is automatically submitted to your bank’s Positive Pay register. However, if someone tries to cash a check that doesn’t match, your bank flags it before releasing funds. Then you review the exception and approve or reject it.
Can rural electric cooperatives use this for capital credit refunds?
Yes. To begin, upload your board-approved capital credit refund list as a CSV. Then each member gets a check with the correct amount and MICR encoding. As a result, the batch processes in minutes, and a reconciliation file exports to your accounting system.
What accounting systems does OnlineCheckWriter.com integrate with?
Specifically, we sync with QuickBooks Online, QuickBooks Desktop, Xero, Sage, Zoho Books, and FreshBooks. In addition, payments automatically record in your accounting system with full details. As a result, no manual entry or duplicate work is required.
Can we set up approval workflows that match our procurement policies?
Yes. Specifically, configure role-based approvals by dollar threshold, payment type, or department. For instance, data entry, review, and release stay in separate hands. In addition, every approval step gets a timestamp and a log entry for your audit records.
What security and compliance frameworks is your control program aligned with?
Specifically, our control program is aligned with NIST 800-53 controls (the federal baseline for information security), SOC 2 Type II, PCI DSS, and ISO 27001 / ISO 20000 frameworks. Additionally, we use 256-bit AES encryption and multi-factor authentication. For procurement and security review, compliance documentation and framework-mapping evidence are available on request.
See how it works for your utility
Take a self-guided product tour to see the platform in action, or talk to our team about your utility’s specific AP needs.
Straightforward pricing, no hidden fees. Check mailing starts at $1.25 per check via USPS (printing, folding, and postage included). Overnight FedEx delivery handles urgent payments. In-office printing on blank paper uses your own printer and stock. See full pricing at onlinecheckwriter.com/pricing/.