At a Glance
- We handle your cannabis dispensary accounts payable from invoice to payment
- Every invoice is verified against deliveries before a dollar leaves your account
- Vendors receive Check 21 payments through their own portal
- Every transaction syncs to QuickBooks in real time
- You review and approve -- we do everything else
Why Cannabis Dispensary Accounts Payable Is Different
Cannabis dispensary accounts payable is uniquely demanding. You work with dozens of vendors across both cannabis and non-cannabis categories. Each has different terms, different invoice formats, and different expectations. Most dispensary owners spend hours every week chasing invoices, cutting checks, and fielding vendor calls about payment status. ShelfSpace managed accounts payable takes all of that off your plate.
When you bring your AP to ShelfSpace, we become your back office. Invoices come to us. Vendor questions come to us. Payments go out on schedule. Your only job is to review what we prepare and click approve.
How the Managed AP Process Works
The workflow is straightforward. When a delivery arrives at your dispensary, we match the vendor invoice against what was actually received. If the quantities, pricing, or products do not match, we flag the discrepancy and resolve it with the vendor directly. You never have to make that call.
Once an invoice is verified, we generate a payment. For most vendors, that means a Check 21 payment delivered digitally through the vendor portal. The vendor downloads or deposits the check on their end. Every step is logged and every payment syncs to your QuickBooks file within minutes.
What You See in the Dashboard
Your AP dashboard gives you a clear view of every open invoice, pending payment, and completed transaction. You can filter by vendor, date range, or payment status. Each payment shows its full history: when the invoice was received, when it was verified, when the check was issued, and when the vendor deposited it.
If you need to dig deeper, every payment links to the original invoice, the delivery record, and the QuickBooks entry. Nothing is hidden. Nothing requires a phone call to find.
How Approval Works
We do not send payments without your say-so. Each payment batch is prepared and presented for your review. You can approve the entire batch or pull individual items for a closer look. Once approved, payments are issued immediately and vendors are notified through their portal.
For recurring vendors with consistent invoices, you can set standing approval rules. This keeps the process moving without requiring you to review the same predictable payment every week.
QuickBooks Integration
Every payment we process syncs to your QuickBooks Online account. Bills, payments, and vendor records all stay current without any manual data entry. Your bookkeeper or accountant sees the same data you see in ShelfSpace, formatted the way QuickBooks expects it.