Paper checks are fading, but why are accounting firms still holding on?

The trend is clear: paper checks are on their way out.

A recent Executive Order has mandated that federal payments move toward fully digital disbursement, eliminating paper checks from government systems. Starting this tax season, the IRS will no longer accept paper checks for certain payments. Major financial institutions like American Express have announced they will no longer process checks from business partners. Even large retailers like Target and Lululemon are phasing them out in stores, joining a growing list of companies moving away from outdated payment methods.

So why haven’t accounting firms made the switch?

In a 2023 survey conducted by QuickFee, 100% of firms reported they still receive paper checks from some clients. That statistic might surprise those pushing for automation, but for most firms, the answer is simple: their clients still use them.

And to a degree, it makes sense. Many clients, especially those in industries like construction, manufacturing, or older small businesses, are accustomed to writing checks. For some, it’s a matter of routine. For others, it’s the only process they trust. Firms don’t want to lose those relationships over payment friction.

But here’s the question: if you’re still accepting paper checks only because your clients insist on them, what’s the cost to your business?

The True Cost of Paper

It’s easy to overlook the operational drag paper checks cause. But those delays add up:

• Mail transit time slows down the payment cycle

• Manual processing consumes staff hours that could be spent on billable work

• Bank deposits must often be done in person or manually reconciled

• Lost or bounced checks create avoidable follow-ups and client frustration

Each of these adds friction, not only to your internal operations but to your cash flow. And that’s where automation matters most.

Firms that adopt automated invoicing and payment portals reduce administrative workload and get paid faster. According to QuickFee’s data, firms using digital payment solutions were more likely to see invoices paid on time and experienced fewer issues with client follow-through.

Why Full Elimination Isn’t the Goal

Let’s be realistic: no one is asking you to eliminate paper checks tomorrow.

The point is not to cut off clients who still use them, but rather to provide better options and encourage the shift toward digital payments. Firms that move even partially toward automation are already seeing the benefits.

By adding tools like the Rodina Client Portal, firms can:

• Automatically send invoices and payment reminders

• Allow clients to pay via credit card, ACH, or bank transfer

• Share secure documents through an encrypted portal

• Track payment status in real time

Clients who still prefer to mail a check can continue to do so, but everyone else has the option to pay quickly, securely, and digitally.

Clients Want Convenience, Too

There’s also a growing demand for ease and transparency from clients themselves. Just as people have moved away from writing personal checks to using apps like Venmo or Apple Pay, they’re looking for that same simplicity in their business interactions.

When your firm offers an easy way to view, understand, and pay invoices, especially one that works from a phone or desktop, you’re not just modernizing your own workflow. You’re improving your client experience, and that pays off.

In fact, poor billing experiences can sour client relationships. According to QuickFee’s report, firms that offered flexible payment options and online portals saw higher client satisfaction and faster resolution of outstanding invoices.

Staying Competitive

More importantly, automation is no longer a differentiator, it’s becoming the standard. Firms that continue relying solely on manual processes may find themselves at a disadvantage compared to competitors who offer speed, transparency, and ease.

And let’s not forget about security. Paper checks carry account information that can be lost or intercepted. Digital payments through secure portals drastically reduce this risk, while also improving audit trails and compliance with data protection standards.

A Measured Shift Forward

No one is suggesting you abandon the clients who still prefer paper checks. But it’s time to reevaluate why you haven’t made the shift, and what it might be costing you.

Modernizing your accounts receivable doesn’t mean cutting ties, it means offering more

ways to get paid, faster. It’s about giving clients a better experience while giving your firm the tools it needs to scale efficiently.

As the federal government, major corporations, and leading firms move away from paper, the message is clear: automation isn’t just a trend, it’s the future of financial operations.