Payments and Check Generation

How Cannabis Vendor Check Payments Are Created

Every cannabis vendor check payment on ShelfSpace starts with a verified invoice. Once the platform confirms the invoice matches the delivery -- quantities, pricing, products -- it generates a payment record, adds it to your next approval batch, and queues it for check generation. You review and approve; the platform handles the rest.

Payments run through the ShelfSpace Check 21 accounts payable workflow, which means no writing checks, stuffing envelopes, or tracking down a vendor to confirm they received payment. You approve, and the platform generates and delivers the payment.

Check 21 Generation

ShelfSpace uses Check 21 to generate and deliver payments. Check 21 is a federal standard that allows checks to be created and cleared digitally. Instead of printing and mailing a physical check, the platform generates a bank-compliant digital check image that vendors can deposit from their phone or print at home.

Each check includes all standard fields: payee name, amount, date, memo, and a unique check number tied to your bank account. The check image meets the specifications required by every major U.S. bank for mobile and remote deposit capture.

Payment Lifecycle

Every payment moves through a clear set of stages:

• Pending -- invoice verified, payment created, waiting for your approval
• Processed -- you approved, check generated and delivered to the vendor portal
• Delivered -- vendor notified, check available for download
• Cleared -- vendor deposited the check, funds debited from your account

You can see every payment's current status in your dashboard. If a check has not been deposited within a reasonable window, the platform follows up with the vendor so nothing falls through the cracks.

QuickBooks Sync

The moment a payment is processed, it syncs to your QuickBooks Online account as a bill payment. The vendor, amount, invoice reference, and check number are all mapped correctly. Your books stay current without any manual journal entries or data imports.

If a payment is voided or reissued, QuickBooks reflects the change within minutes. There is no lag between what ShelfSpace shows and what your accountant sees.

Credit and Deduction Handling

When credit memos or deductions apply to a vendor, the platform nets them against the next payment. The vendor sees the full breakdown -- original invoice amount, credits applied, and net check amount -- both in their portal and on the check memo. This keeps disputes low and communication clear.