Sending Digital Copies for Print & Mail Checks

CashCloud allows you to automatically notify payees when their Print & Mail check has been mailed by sending them an email with a digital copy of the check. This removes the need for you to manually follow up and ensures payees are informed as soon as their check is on the way.

When setting up an Output Workflow, select Print & Mail Checks as one of the Payment Types. You’ll see a dedicated Print & Mail Checks tab. In this tab, you’ll have the option to enable Send digital copy to the payee(s).

By default, this option is turned off and no emails are sent. Once enabled, CashCloud will automatically email each payee a digital copy of their check when the order is placed. The email includes a non-negotiable copy of the check using the standard Print & Mail document template, as shown below:

Before submitting a Print & Mail order, CashCloud checks whether the selected bank account has an Output Workflow configured for Print & Mail checks with email enabled.

If email delivery is enabled, CashCloud validates that all payees have an email address on file. You’ll see a Payee email column in the Your Checks modal, making it easy to spot any missing information.

If a payee is missing an email address, an “Email missing” label appears with an edit icon. Clicking it opens the payee profile in a new tab so you can quickly add the email address.

If you proceed with mailing checks while some payees are missing emails, the order will still be placed, but no email will be sent for those payees.

If all payees have emails on file, the order proceeds normally and emails are sent automatically once the checks are mailed.

If no Output Workflow is configured to send emails for Print & Mail checks, the system skips email validation and no emails are sent.

When the check is mailed, each payee receives an email confirming the payment. The email includes a digital copy of the check as a PDF, which they can keep for their records while waiting for the physical check to arrive.