At a Glance
- Mail a physical vendor check instead of digital portal delivery: the same Check 21 check, printed on paper
- Digital delivery is the default; mailing is opt-in per vendor, set by the retailer in vendor settings
- Mailed checks go out via USPS, typically arrive in 3–5 business days, and show tracking in the portal
- A non-negotiable copy stays in the portal; only the mailed paper check is depositable
- Works for both AP vendor checks and consignment settlement checks, at no extra charge
Digital by Default, Paper When a Vendor Needs It
Every check generated through ShelfSpace is a Check 21 instrument — a bank-compliant digital check the vendor downloads from their vendor portal and deposits the same day. That is the default, and for most vendors it is the fastest way to get paid. But some vendors would rather receive a paper check in the mail. Their AP team deposits at a teller with no mobile-deposit caps, or they only accept paper instruments. For those vendors, the platform prints the check on bank-grade stock and mails it via USPS. No portal, no printer needed on their end.
Mailing runs on the same engine that powers your accounts payable and consignment settlements, so it works for both AP vendor checks and settlement checks. There is no extra charge to mail a check instead of delivering it digitally.
How to Mail a Vendor a Physical Check
Mailing is a per-vendor setting you control. In a vendor's settings, open Default Payment Method and choose Physical (mailed) check. From then on, every check the platform generates for that vendor is printed and mailed instead of posted to the portal. You can switch back to digital, or override the method on a single payment, at any time.
A Mailing Address Is Required
A mailed check can only go where there is an address. Before mailing takes effect, the vendor's profile needs a complete mailing address (street, city, state, and ZIP), and the retailer keeps that address current. If any field is missing, the platform keeps that vendor on digital delivery so a check is never mailed into the void. Add the address and mailing takes effect on the next check.
For Your Vendors: Requesting a Mailed Check
Vendors can ask for paper without waiting to be offered it. From their portal, a vendor taps Request mailed paper checks, and the platform notifies you. You approve it from the vendor's settings — there is a one-tap Enable mailing prompt whenever a request is waiting. Until you enable it, the vendor keeps receiving digital portal checks as usual, and vendors who are happy with digital do not need to do anything.
Tracking, Timing, and the Portal Copy
A mailed check goes out via USPS and typically reaches the vendor in 3–5 business days. When it ships, the vendor gets a "Check Mailed" notification and tracking appears in their portal. The platform still saves a copy of the check to the portal so the vendor can see the amount, check number, and memo — but that copy is marked non-negotiable. Only the mailed paper check is depositable, which keeps a check from ever being cashed twice. Once it arrives, the vendor deposits it like any paper check; see how to deposit a check for the steps.