The Digital Copies feature allows users to view and download non-negotiable copies of completed payments directly within CashCloud.
These copies serve as informational records and include a “Non-Negotiable” label defined in your Design Studio templates.
Digital copies are automatically generated for all completed payments, whether they are Checks, Digital Checks, or ACH Payments (when properly configured).
How Digital Copies Work
Once a payment completes the workflow (approved, signed, and disbursed):
Go to the Payments module.
Locate the payment in your batch list.
Go to the completed step.
Click the Eye icon on the left side of the payment record.
A modal window will open showing the Payment Timeline.
In the final timeline step, click “View Copy.”
A new window will open displaying the Digital Copy of the payment.
Each digital copy is a non-negotiable version of the original payment — designed for informational and record-keeping purposes only.
Sending Digital Copies to your Payees
CashCloud can automatically send an email to your payees after a payment has been disbursed. To do so a few setup steps must be completed.
1. Create an Email Template in Design Studio
Navigate to Design Studio.
Create a new Email Template that will be sent to the payee once a payment is completed.
This email should include the Document Template of the payment.
Save your template.
👉🏼 Click here to obtain more information on how to create custom emails for your payees.
2. Configure an Output in Workflows
Go to Workflows > Outputs.
Create a new Output (or edit an existing one)
Select the payment type(s) for which you wish to send an email to the payee with the digital copy
Select the option "Send an email to your payees"
Assign the Email Template you created in the previous step.
👀 Note: Ensure you have entered the payees email into the system. Otherwise, the payment will be completed but it will be displayed under Processing until an email is entered.
3. Assign the Output to a Bank Account
Go to the Bank Account module.
Under "Advanced Configuration", assign the Output you created to the bank account that will issue the payments.
Save the configuration.
Once this setup is complete, every disbursed payment made from that bank account will trigger the system to automatically email a Digital Copy to the payee.
SFTP Integration for Digital Copy Storage
In addition to viewing, downloading, and emailing digital copies in the app, you can enable an SFTP connection to automatically store digital copies in your local network.
How It Works
Once an SFTP connection has been established, CashCloud can generate folders into your local network and automatically place the digital copies of each completed payment. These folders can be organized by batch (default) or by day.
Steps to Set Up an SFTP Connection
Navigate to Integrations > Connectors.
Click “Create Connection.”
Choose the connection type: SFTP
Enter the following information:
Site Address
Port
Username (optional)
Password (optional)
Folder Path (destination folder for batch files)
Select the folder structure:
By batch: Creates one folder per batch and stores all digital copies for that batch.
By day: Creates one folder per calendar day and stores all digital copies from all batches processed that day.
Click “Create.”
Once connected, CashCloud will automatically transfer all completed payment digital copies to the designated SFTP location.
Key Takeaways
Digital copies are automatically generated for completed Check, Digital Check, and ACH payments.
Each copy includes a Non-Negotiable label from your Design Studio template.
Ensure your email templates, workflow outputs, and bank account configurations are properly set up before processing payments.
Optional SFTP integration lets you store all digital copies securely in external folders by batch or by day.