FAQs
Inquiring minds want to know how SmartPayables works…so here’s a quick rundown.
Frequently Asked Questions
Files can by uploaded as an Excel file saved as a CVS (flat file) or through our API Solution.
Depending on the services you would like to use, required fields will vary. Please contact a representative for more details.
Every Monday for the previous week. ACH debit or a check is written on your behalf.
We average about 2–3 business days—but if you have an urgent request, we can move as fast as you need us to. The microdeposits we send to verify your bank account take about 24 hours to hit. We also have developers on call if you need help integrating your API keys.
We only charge for what you print after the initial set-up fee.
No, none at all. You only pay for what you print after the one-time set-up fee.
We use SOC Type 2 Reports for our security system. SmartPayables is also PCI Compliant and HIPAA certified, and the BBB rated us A+.
Our fees are based on monthly volumes. Please contact a representative for more specific pricing. SmartPayables has very competitive pricing—and we also offer a price-match guarantee.
ERP, CRM, and APIs are all plug-ins that work very well with our system. In addition, our development team can create converters for many other software programs.
Positive Pay is a cash-management service employed to deter check fraud. Banks use it to match the checks a company issues with those it presents for payment. Any check considered to be potentially fraudulent is sent back to the issuer for examination. It normally takes about 30 days to fully set up your Positive Pay program with your bank.
90 days is our recommended default. However, we are capable of changing it to the number of days you request. Please note this is not a foolproof way to ensure that the checks will not be cashed. That is best accomplished with a stop payment through your bank.
Yes, SmartPayables offers your choice of black-and-white or colored insert features.
Yes, we offer a printing and mailing service for documents without check payments. They can be sent as individual pieces of mail or bundled together.
Our set-up fee cannot be waived, but the benefits are worth it. You have full access to our development team during your set-up process and receive technical support for the life of your relationship with us. We do a lot of work on the back end to ensure your checks are ready.
Yes, once you are integrated into the SmartPayables system, the reports tab allows you to run all the reports you need.
There is no limit. For security purposes, however, we recommend not having too many. The primary user has access to all the permission settings for each new user.
Not a problem! Simply use the permission settings to limit some of your users to only see the reports.
SmartPayables has a complimentary same-day printing and mailing service if your files are uploaded before 9:00 a.m. MST. Fees will apply for past-deadline uploads for same-day printing, with a hard cutoff time of 11:00 a.m. MST.
A colored logo can be added to return address on the envelope of your check payments, and a black-and-white logo can be added to the return address on the check itself.
Yes! You will still need to go through our application process and pay the one-time setup fee. Since there are no processing fees or monthly minimums, your account can stay open at no cost until you need our services again.
Yes, we do. Please contact a representative for more details on this.
We are located in Centennial, CO. We do not outsource, therefore all mail pieces are sent out from our headquarters at 12742 E Caley Ave #2C Centennial, CO 80111.
We realize how important security is to you, so there are several layers. In addition to the security aspects of the checks themselves, our system is set up as PCI compliant, and we are SOCII-SSAE 16 Type II Audit certified. (The report can be provided upon request.) Our staff members have also gone through CIPSEA training as well as HIPPA compliance training.
Yes, if you hold an account with Canadian dollars in it, we can print checks using that currency. However, we are not currently able to convert currencies for you.
Yes, you can, but you must have a US bank account with that specific currency in it. We are not currently able to convert currencies for you.
Yes, you can add each of your clients as sub-accounts in the SmartPayables system. They will then be able to add payments whenever they need.
Microdeposits are the best way to validate a customer bank account. SmartPayables uses microdeposits for various services to ensure that an individual or entity owns the bank account that they are adding to the system.
Yes, we offer this service. There is a one-time $75 processing fee and then it is $1 per recipient plus postage.
Our system only tracks statuses up to “Sent Out.” If you would like full real-time statuses, you will need to get a report from your bank and upload it to the SmartPayables system.
Yes, we have many clients that send checks internationally with our services.
Yes, with the reposting feature in the SmartPayables system.
We are unable to do that unless it is a legal requirement. Please contact a representative for assistance.
All of our mail goes through the US Postal Service, which generally delivers first-class mail within 3–5 business days. If needed, we offer a variety of mailing options with faster delivery times.
Our basic template provides space for 300 characters on the check stub and 25 characters on the actual check. For a small fee, you can customize your check templates to look however you would like.
Yes, we can. Our development team has created a file converter for our clients' accounting software, which just takes one simple additional step.