The Print & Mail service in CashCloud gives your organization the option to outsource the entire physical check printing and mailing process.
Key benefits
Outsourced Processing: Eliminate the need for in-house check printing equipment and supplies.
Streamlined Workflow: Seamlessly integrated into your existing CashCloud payment workflows.
Time Savings: Automated printing and mailing process saves administrative time.
Professional Handling: Checks are printed, stuffed, and mailed by our professional service providers.
Prerequisites
Before using the Print & Mail service, ensure you have:
Active Print & Mail service: Contact your CSM to activate this service.
Sufficient Credits: Print & Mail service requires CashCloud credits for processing fees.
Complete Payee Address Information: Accurate mailing addresses for all payees.
Payment Data: Either manually entered or imported through system integrations (e.g., QuickBooks, Aderant, Sage 300, etc.)
Using the Print & Mail service
Before using the Print & Mail Service, ensure you have created or uploaded your check payments into CashCloud and have approved and signed them.
Check out our Payment articles to learn more about how to manage your payments, create new ones, change statuses, and more.
Once you are inside a payment batch:
Navigate to the Disbursement tab.
Select the checks you would like to send to Print & Mail.
Choose the “Mail” option.
After selecting Mail in the disbursement workflow, carefully review the following details in the confirmation modal:
Check Preview: a visual preview of how the check will appear.
Payee Name: confirm the recipient’s name.
Destination Address: verify that the mailing address is accurate and complete
Total pages, including overflow pages
⚠️ Important: If the destination address is missing or incomplete, you must update the payee address information in the Payee module before proceeding.
It is your responsibility to ensure that the Payee mailing address is correct.
Understanding Print & Mail fees
Each Print & Mail transaction incurs a processing fee of $1.75 per check, and $0.29 for each overflow page.
Fees are displayed before final submission.
Fees are automatically deducted from your CashCloud credits.
Placing the mail order
Review all payment and fee information.
Click “Mail now.”
Confirm in the final dialog.
Click “Mail now” again to complete the order.
Upon successful submission, you'll receive:
Success notification
Check order number for tracking
Order status: Initially shows as "Processing"
Tracking your orders
Once your Print & Mail checks have been submitted, you can view all past and current orders under Payments > Print & Mail. The table includes filters and a search bar so you can quickly find orders by ID or other criteria.
You’ll also get access to powerful insights — including total checks submitted, mailed, and in progress, along with metrics showing your time saved, money saved, and total mailing costs. It’s a clear, data-driven view of the value Print & Mail delivers to your business.
👀 Note: Print & Mail orders will also appear in your Payments module inside the batch under the Processing tab. Once the order has been mailed, it will move onto the Completed tab.
Open any order to see additional details by clicking anywhere on the row, or on the overflow menu > View.
Order status timeline
Your Print & Mail orders progress through four distinct statuses:
1. Order Created
Timeline: Immediate upon submission
Actions Available: Order can be canceled at this stage
Duration: Until processing begins
2. Printing
Timeline: Within 48 hours of order creation
Actions Available: Cancellation no longer possible
Process: Check is being printed by our service provider
3. Mailed
Timeline: 2-3 business days after order creation
Process: Check has been handed off to USPS
Tracking: Digital copy becomes available
4. Error
If an issue occurs during processing, the order will be updated to the Error status. An order may enter Error for reasons such as:
Invalid or incomplete payee address
Missing destination information
Technical or software exceptions
File or processing failures by the provider
When an order enters Error:
The order will not be processed
The user cannot take any further action on the order
A “Contact Support” button will appear directly on the order
The user must reach out to the CashCloud Support Team for next steps
Support will help identify the issue, guide you on how to correct it (e.g., updating the payee address), and provide instructions to resubmit the order correctly.
⚠️ Important: Orders in the Error status cannot be retried or corrected directly in the interface. The issue must be resolved with the assistance of CashCloud Support before generating a new order.
Canceling or voiding a Print & Mail order
We understand that mistakes can happen, so CashCloud gives you the flexibility to cancel any Print & Mail order that is still in the “Order Created” status.
To cancel, simply open the order’s detailed view and click Cancel Check Order, or use the overflow menu in the table view to cancel directly from there.
Once a Print & Mail order reaches the "Printing" or "Mailed" status, it can no longer be canceled.
If you need to stop payment at that point, the next steps depend on whether Positive Pay is enabled.
If Positive Pay is enabled
You can void the checks directly in CashCloud:
Open the corresponding Batch.
Go to the Completed tab.
Select the checks you want to void.
Click Void.
If you have automatic Positive Pay, CashCloud will send an updated Positive Pay file to your bank indicating that the checks have been voided.
If you use manual Positive Pay, you’ll need to generate a new Positive Pay file and submit it to your bank.
To avoid any issues, we also recommend contacting your bank directly to confirm the checks have been successfully voided.
If Positive Pay is not enabled
If Positive Pay is not enabled on your account, CashCloud is unable to stop the checks once they are Printing or Mailed. In this case, you’ll need to contact your bank directly to request a stop payment or void the checks.