At a Glance
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- The platform creates cannabis vendor check payments after every invoice is verified
- Checks are generated using Check 21 (digitally cleared) and delivered to the vendor portal by default
- Vendors receive checks through their portal and deposit via mobile or print -- or, if the retailer opts a vendor in, the platform mails them a physical check
- Once a retailer completes bank-transfer setup, any vendor can be paid by ACH direct deposit instead -- Check 21 stays the default
- Every payment syncs to QuickBooks as a bill payment with full detail
▶ Watch the full tutorial with transcript →
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. By default, the platform generates a bank-compliant digital check image that vendors can deposit from their phone or print at home — no waiting on the mail. For vendors who'd rather receive paper, the retailer can opt that vendor's account in and the platform mails them a physical check instead.
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.
Paying a Vendor by ACH Bank Transfer
Check 21 is the default, but a retailer can also pay a vendor by ACH bank transfer — money moves straight from the retailer's funding account into the vendor's linked bank account, with no check to download or deposit. It's opt-in: an admin completes a one-time bank-transfer setup under Settings → ACH Payments, and once the retailer's account clears the banking partner's review, ACH becomes available as a payout method. Vendors fill out no paperwork — they simply link a bank account in their portal, and the platform emails a deposit confirmation when a payment lands. Until a retailer opts in, every payment goes out as a Check 21 check. See the vendor ACH overview for the vendor-side details.
Payment Lifecycle
Every payment moves through a clear set of stages:
- Pending / Sent -- invoice verified and payment created (Pending), then approved with the check generated and delivered to the vendor portal (Sent)
- Downloaded -- the vendor opened and pulled the check from their portal
- Cleared -- vendor deposited the check, funds debited from your account
- Voided -- the check was cancelled before it cleared, ready to reissue if needed
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.
ACH payments follow their own track instead of the check stages above. Once you send one, the platform shows it as in transit, then deposited when the funds settle in the vendor's bank — or failed / returned if the transfer can't complete. Those statuses appear in the Payment Register — the payments tab formerly called the Check Register — which lists your checks and your ACH payments side by side. A failed or returned ACH payment is actionable: the platform releases the order so you can re-issue it.
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.