Table of Contents
Key Takeaways
For a long time, bank lockbox services have helped treasury and finance teams manage their receivables. These services assist with processing checks and other payments sent by mail. But now, various digital options for lockbox services exist in the internet age.
Businesses increasingly seek alternative ways to process customer payments efficiently for better cash flow and cost savings. They need something more than the paper-check-focused bank lockbox service. According to a 2022 Association for Financial Professionals (AFP) survey, 73% of businesses switched to electronic payments instead of paper checks.
Lockbox services hinge on efficiency and security, while cost remains a crucial factor for businesses evaluating these services. This makes alternative, cost-effective lockbox payment processing solutions a win-win for AR teams and their payers.
An efficient electronic lockbox solution can streamline receivable systems, boost payment collection, and improve cash flow. However, not all lockbox solutions are the same, making it essential to understand when to use each type of service.
In this article, we will explore the pros and cons of lockbox services and examine how online billing portals and finance workflow automation are reshaping the traditional commercial lockbox.
Lockbox banking is a service banks offer to businesses to accelerate the collection and processing of customer payments. Companies use lockboxes as secure collection points for checks and other mailed payments. The bank collects these payments, processes them, and deposits the funds into the business’s account.
Lockbox banking services are particularly useful for businesses that receive a high volume of check payments, such as real estate firms, manufacturing companies, and utility providers.
After a bank receives a lockbox payment for a business, a bank representative collects the money dropped off daily (or more often) from the box. Each payment and any remittance info received are processed manually or through optical character recognition (OCR) and Check21 technology to scan, capture, and process electronic payments as a digital image. Afterward, the original check is discarded. The bank then provides daily reports and nightly backups to businesses.
| Pros of Lockbox Banking |
| Faster check processing and reduced mail float. |
| Enhances efficiency for back-office staff by reducing manual tasks. |
| Provides a secure way to handle high volumes of mailed payments. |
| Advantages of Traditional Lockbox |
| Reduces mail float and speeds up check processing |
| Many strategically located lockboxes ensure faster delivery |
| Eliminates the need for deposit preparation and manual reporting |
| Banks handle lockbox processing at scale, increasing efficiency |
| Disadvantages of Traditional Lockbox |
| High costs due to fixed and transaction-based bank fees |
| Security concerns arise due to manual processing risks |
| Slower processing compared to digital payments |
| Requires manual reconciliation with ERP and accounting systems |
| Limited to check processing, excluding ACH and digital payments |
| Inconvenient for AP departments transitioning to digital payments |
Traditional lockboxes do not integrate seamlessly with modern ERP and accounting systems, requiring additional reconciliation work for finance teams. Digital lockbox solutions, however, bridge this gap by automating transaction matching and posting.
Electronic lockbox services replace physical processing with digital solutions, allowing payments via ACH, credit cards, eChecks, and bank transfers.
| Pros of Electronic Lockbox Payments | Cons of Electronic Lockbox Payments |
| Faster processing and fund availability | Requires integration with existing financial systems |
| Enhanced security and fraud prevention | Some providers charge setup and maintenance fees |
| Reduced manual reconciliation | Customers used to paper checks may need time to transition |
| Supports multiple payment methods | |
| Lower operational costs compared to traditional lockboxes. |
Businesses should consider their payment volume, customer preferences, and integration needs before selecting an electronic lockbox provider. A step-by-step approach includes partnering with a digital payments provider, configuring invoicing workflows, and ensuring compliance with security and industry standards.
Q: How much is a lockbox at a bank?
A: Costs vary based on bank policies and may include setup and monthly fees, as well as per-transaction charges.
Q: What is the difference between a lockbox and a PO box?
A: A PO box is for general mail collection, while a lockbox is specifically for payment processing and deposit services.
Q: Are lockboxes only for checks?
A: Traditional lockboxes are check-based, but smart lockboxes support ACH, credit cards, and eChecks.
Q: Can lockboxes process both paper and digital payments?
A: Yes, smart lockboxes handle a variety of payment methods beyond checks.
Q: What businesses benefit from a smart lockbox?
A: Businesses processing high volumes of B2B payments, especially those transitioning from checks to digital payments.
By integrating electronic lockbox solutions, businesses can enhance payment processing speed, reduce costs, and improve overall financial efficiency.
See more on Paystand’s Smart Lockbox service for a modern approach to receivables management.