The Workflows page allows you to change the payment routing rules that determine internal approvals, signatures, and disbursements of payments. Workflows can be aligned to your business rules and provide additional oversight on specific payments. This page is found within Settings, and you will only see the Workflows module if you have admin permission.
👀 Note: Approval, Signature, and Disbursement workflows are not mandatory. However, non-owner and non-admin users will need these to process payments.
Approval Workflows
The Approval Workflows allow you to determine which internal stakeholders need to approve a Payment before it is sent for signature or disbursement. You can configure these workflows based on criteria such as Value Ranges, Payment types, and the bank account from which the payment will be sent. This segmentation helps ensure that the appropriate level of oversight is applied to each payment.
In the Approval Workflow section, you can specify the following:
Approval Name: Give your workflow a clear name so it’s easy to identify.
Value Range: Set the minimum and maximum payment amount for this rule.
Users: Select the users who will be responsible for approving the payments (only applicable for the Configure Approval Workflow option).
Payment Types: Select the payment types (Check, Digital Check, ACH) that fall under this rule.
Bank Accounts: Select the bank accounts that you want to associate to this workflow.
In the Approval Configuration section, you have three options:
Configure Approval Workflow: Allows you to specify users who need to physically review and approve the payments. You can add a group of users, but only one person from the group needs to approve to move the payment to the next step.
Auto Approve: Automatically approves payments that fall within the criteria you have specified.
Auto Reject: Automatically rejects payments that fall within the criteria you have specified.
Signature Workflows
Signature workflows let you decide which users are allowed to sign payments and under what conditions. Once a payment meets the criteria you set, those users will also be notified when the payment is ready to be signed.
Note that only Check and Digital Check payments require a signature workflow.
In the Signature Workflow section, you can specify the following:
Signature Name: Enter the name for the signature workflow.
Bank Accounts: Select the bank accounts that you want to associate to this signature workflow.
Value Range: Set the minimum and maximum payment amount for this rule.
Payment Types: Select the payment types (Check, Digital Check, ACH) that fall under this rule.
Users: Select the users who will be responsible for signing the payments.
In the Signature Configuration section, you have three options:
Configure Signature Workflow: Allows you to specify users who need to physically sign the payments. You can choose a Signature type:
One Digital Signature: Requires one person to digitally sign
Two Digital Signatures: Requires two people to digitally sign.
Wet Signature: The payment will be printed without a signature and must be physically signed in person.
Auto Signature: Automatically signs payments that fall within the criteria you have specified.
Auto Reject: Automatically rejects payments that fall within the criteria you have specified.
💡Tip: Signature workflows can be used even if the payment won't be digitally signed (i.e. if it requires a wet signature).
Disbursement Workflows
Disbursement rules let you decide which users are allowed to disburse payments and under what conditions. Once a payment meets the criteria you set, those users will also be notified when the payment is ready to be disbursed.
In the Disbursement Configuration section, you’ll set the rules that must be met before a user can disburse a payment:
Disbursement Name: Give your rule a clear name so it’s easy to identify.
Bank Accounts: Choose which bank accounts these users are allowed to disburse from.
Payment Types: Select the payment types (Check, Digital Check, ACH) that fall under this rule.
Value Range: Set the minimum and maximum payment amount the users are allowed to disburse.
Destination (Checks only): If you’re working with checks, you can also choose which printer the users are allowed to print from.
Users: Select the users who can disburse payments that meet all of the above criteria. These users will also receive notifications whenever a payment matching the rule is ready for disbursement.
Output Workflows
Output workflows define what happens after a payment is disbursed—such as printing rules and whether payees receive an email.
To create an Output workflow:
Open Output Workflow configuration.
Enter a name for the workflow.
Select one or more payment types to configure:
Checks
Digital checks
Print & Mail checks
ACH
A separate tab is created for each selected payment type so you can personalize its settings.
Output Methods
Choose how payments are disbursed:
Manual: A user must disburse each payment from CashCloud.
Automatic: Payments are disbursed automatically once they’re signed.
Scheduled: Payments are automatically disbursed on a schedule you set, for example:
Every hour
Once a day at 1:00 PM
Weekly on Monday, Wednesday, and Friday at 5:00 PM
Configuration by Payment Type
Checks
Document template: Select the document template to apply to your checks. When printed, the check uses this template.
Printer: Choose the printer to use for check printing.
Send an email to your payees: Initiate an automated email to the payee with the attached non-negotiable copy or remittance form for all check payments. This email template can be customized, and you can choose to also include any payment attachments in the email.
Digital Checks
Digital Checks do not require any additional output configuration since they use our standard email and check templates.
Print & Mail checks
Send an email to your payees: Initiate an automated email to the payee with the attached non-negotiable copy or remittance form for all check payments. This email template can be customized, and you can choose to also include any payment attachments in the email.
Automatically include external payment attachments: if your payment includes any external attachments, these will be printed and stuffed in the same check envelope. For more information, check out our article Including Payment Attachments in Print & Mail Orders.
ACHs
Send an email to your payees: Initiate an automated email to the payee with the attached non-negotiable copy or remittance form for all ACH payments. This email template can be customized, and you can choose to also include any payment attachments in the email.
Note: there is an extra fee for emailing ACH Remittances. Check out our ACH Full Remittance Service article to learn more.
Print ACH Remittance: If you enable this option, a copy of the ACH remittance will be automatically printed after disbursement. Similarly to Checks, you will need to select the document template you would like to use, as well as the printer.
Linking to Bank Accounts
Once you have created and saved an Output, it must be associated to a Bank Account. Go to Settings > Banks > Bank Accounts and open one. You will be able to link the Output under Advanced Configuration > Output. When you do so, any payment from that bank account will use the selected output.
👀 Note: While you can associate the same output to multiple bank accounts, a bank account can only have one output.