Paper check payments

Key CashFlow gives you the option to pay your vendors with paper checks. Here are some important details about paper check payments.

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Check style and envelope issued to the vendor



Payment memo

Customize the payment memo/remittance info on the check by adding to or overwriting the pre-populated invoice number and vendor account number when you schedule payment.

  • If paying multiple invoices to the same vendor with one payment, instead of invoice number, the memo field will be populated with Multiple Invoices
  • Once saved, the memo field can't be edited. If you need to edit the memo field, cancel the payment and reschedule
  • The memo field has a limit of 70 characters
  • The payment memo field doesn't sync and will need to be manually updated in your accounting software.

Payment for a single bill

When making a check payment for a single bill, if a document is associated, we'll include page 1 as the check stub of the check.

Tip: Add a blank page for Page one of the document associated if you don't want an image printed on the stub.

Combine payments

When paying more than one bill with the same Process Date to the same vendor, choose to combine the bill payments in one check or to keep them as separate checks. A single combined check is usually more convenient, but there are times when it may be necessary to send separate checks, such as for a tax payment or for the simplicity of reconciling specific bills with a specific check number.

Combined payments:

The vendor receives one check. The check stub lists the individual bills paid (up to 35 allowed). The vendor receives one email confirmation. There's a fee for one check.

  • If multiple vendor credits are applied, up to three will be listed on the check stub. If more than three vendor credits are applied there will be a note that additional credits are applied after listing three.

Separate payments:

The vendor receives separate checks. Each check stub shows the first page of the related bill. The vendor receives an email confirmation for each bill payment. There's a separate fee for each check.

Choose the preference to combine or separate checks for all vendors (Payables Preferences), an individual vendor (vendor page), or an individual payment (when you pay bills).

Deposit checks

Checks issued by Key CashFlow can be deposited like any other check, including through mobile deposit.

Important Note

Checks issued by Key CashFlow can't be deposited using Electronic Check Conversion services, a service that converts a paper check into an ACH payment. Transactions initiated by Check Conversion services will be rejected. However, in this case, the check will still be valid, and can still be deposited normally.

Check expiration

Checks are issued with the words Void after 90 days printed on them. On the 91st day after the date of issue, the check expires, if it hasn't been deposited or cashed.

  • When the check expires, the funds will automatically remit to the originating bank account
  • The issue date printed on checks is the payment's process date
  • All bank authorized users will receive an email notification that informs them a check has expired and was voided
  • There's no void fee for expired payments

Copy of cashed check

After your vendor cashes their check, an image of the front and back of the check will appear on the Payment Details page.

  1. Select Payments out in the navigation menu
  2. Select the Confirmation Number of the payment

The check image is displayed in the check section of the payment summary screen.

Things to know

  • You can create a "Bill Payments" report that lists all bill payments, including check payments and check numbers, from the Reports tab.
  • You can also review Key CashFlow payments from the Payments Out page which lists a complete payment history