Contact Treasury

Lockbox in SinglePoint — Outsourced Customer Check Collection and Receivables Posting

Lockbox is the SinglePoint receivables processing service that collects customer payments at a dedicated PO box, extracts mail, captures check images, keys remittance data, deposits funds the same day, and feeds AR systems with structured invoice-payment records. Finance teams stop handling mail inside the building and accelerate cash posting by moving processing to the lockbox operations site.

Retail lockbox processes high-volume consumer payments with scannable coupons that machine-read invoice and amount. Wholesale lockbox processes lower-volume business-to-business payments with operator keying from remittance advices. Both modes deposit funds the same business day, archive check images for seven years under Check 21 and Regulation CC, and deliver remittance data through dashboard review and SFTP to downstream ERP systems.

SinglePoint Login Guide Treasury Support
SinglePoint lockbox dashboard showing deposited check images, remittance data capture, and AR posting queue

Lockbox in SinglePoint — Summary for Treasury and AR Teams

  • PO box collection at SinglePoint operations sites nationwide — no mail handling inside client offices
  • Check image capture: front and back scanned at high resolution, archived seven years under Check 21
  • Remittance data extraction — automated for retail coupons, operator keying for wholesale remittance advices
  • Same-day deposit and availability on receipt at the lockbox site before daily processing cutoff
  • Exception handling for missing remittance, mismatched amounts, short-pays, over-payments, and deductions
  • Integration feeds to ERP and AR systems via BAI2, CSV, XML, and API for automated cash application
  • Archive lookup for customer service — front and back images retrievable by check number or date range

Retail vs Wholesale Lockbox in SinglePoint

SinglePoint offers both lockbox configurations. The right mode depends on payment volume, remittance complexity, and the proportion of consumer vs business customers.

Retail Lockbox — High Volume, Standardized Remittance

Retail lockbox processes high volumes of consumer payments — utility bills, insurance premiums, mortgage payments, tuition payments. Each bill mailed to the customer includes a scannable payment coupon that machine-reads invoice number and amount. Customers return the coupon with their check. SinglePoint's scanning equipment reads the OCR line automatically, matches coupon to check, and produces posting records with minimal manual intervention. Per-item cost is low, automation rate is high, and multiple mail pickups per day accelerate same-day posting. Retail lockbox suits clients with thousands of monthly consumer transactions.

Wholesale Lockbox — Lower Volume, Complex Remittance

Wholesale lockbox processes business-to-business payments where remittance detail varies — invoice lists on letterhead, email remittance advices forwarded to the lockbox, multi-invoice payments with deductions and short-pays. Data-entry operators key invoice numbers and amounts from the remittance advice alongside check data. Exception workflows handle missing remittance (contact customer for invoice), mismatched totals (proration or hold), and short-pays (apply with deduction code). Per-item cost is higher because keying takes time, but the output is clean enough for AR auto-application.

SinglePoint Lockbox Service Tiers

Match the tier to your receivables profile — high-volume retail coupon, mid-market wholesale, complex enterprise remittance, or hybrid accounts with both consumer and business payers.

TierVolume RangeRemittance TypeProcessing CycleBest For
Retail Basic500-5,000 items/dayScannable coupon, OCR line2 pickups per business dayUtilities, subscriptions, consumer finance
Retail Premium5,000-50,000 items/dayScannable coupon, custom OCR4 pickups per business dayRegional insurance, large utility, mortgage servicer
Wholesale Standard50-500 items/dayRemittance advice, letterhead lists1 pickup, midday processingMid-market B2B, professional services
Wholesale Premium500-2,000 items/dayComplex remittance, EDI 820 mix2 pickups per business dayManufacturing, distribution, wholesale trade
Enterprise Custom2,000+ items/dayMixed retail + wholesaleMultiple pickups with dedicated teamFortune 500 with broad payer mix
HybridVariableConsumer coupon + B2B adviceRouted by payer typeHealthcare systems, higher education

Lockbox processing follows Regulation CC availability rules and Check 21 imaging standards enforced by the Federal Reserve. Lockbox accounts hold within FDIC-insured US Bank infrastructure.

How SinglePoint Lockbox Processes Customer Payments

From mail arrival through deposit, imaging, data capture, exception handling, and ERP feed — every step runs at the SinglePoint lockbox site with outputs flowing to the client portal.

SinglePoint lockbox mail processing station with envelope opener, check scanner, and remittance sorter

Mail Collection and Extraction

SinglePoint leases dedicated PO boxes for each client at post office facilities near lockbox operations sites. Postal carriers deliver to the PO box throughout the day, and SinglePoint couriers pick up mail on a defined schedule — one, two, or four pickups depending on tier. At the operations site, machines slit envelopes and sort contents into check, remittance advice, and correspondence. Operators inspect every envelope to confirm no payment is missed and escalate non-payment items (customer letters, disputes, returned mail) to a client contact list per handling instructions.

ACH Origination
SinglePoint lockbox imaging station capturing check front and back with MICR read and data entry screen

Imaging and Data Capture

Every check passes through imaging equipment that scans front and back at high resolution, reads the MICR line for routing and account, and captures the amount through Courtesy Amount Recognition (CAR) and Legal Amount Recognition (LAR). For retail lockbox, the coupon OCR line feeds invoice number and amount directly into the posting record. For wholesale lockbox, data-entry operators key invoice number, amount, and any deduction codes from the remittance advice while viewing the check image side-by-side. Quality assurance steps re-verify high-dollar items and items flagged as low-confidence by the recognition engine before releasing to the deposit and posting feeds.

Positive Pay
SinglePoint lockbox data feed delivering BAI2 and CSV remittance files to client ERP via SFTP

Deposit, Posting, and ERP Integration

Processed checks deposit into the designated bank account the same business day. Cash position updates immediately so treasury teams see funds availability. Remittance records flow to the client through BAI2 files, CSV, XML, and API delivered by SFTP or the SinglePoint dashboard. ERP integration posts remittance data to SAP, Oracle, NetSuite, or Microsoft Dynamics for automated cash application. Exceptions — missing remittance, short-pay, deduction, over-payment — route to AR operators for manual handling through a dedicated exception queue visible in both the SinglePoint portal and downstream AR systems.

ERP Integration

Exception Handling in SinglePoint Lockbox

Not every payment arrives clean. Lockbox exception workflows handle the edge cases that real customer bases produce.

Missing Remittance

Check arrives without an invoice number or payment coupon. SinglePoint holds the item in an exception queue and notifies the client contact to provide customer-level application instructions.

Short-Pay and Deductions

Customer pays less than the invoice amount, citing a credit, dispute, or trade allowance. SinglePoint captures the stated deduction code and amount for AR review against the claim policy.

Over-Payment

Customer pays more than the outstanding invoice total. SinglePoint flags the over-payment so AR can apply across multiple invoices or create a credit balance on the customer account.

Multiple Invoices One Check

Payment covers several invoices with a remittance advice listing each. Data-entry operators key every invoice line so AR can post against each invoice individually.

Misdirected Mail

Customer mails a payment to a different lockbox or company address. SinglePoint routes misdirected items to the correct lockbox or returns to sender with standard postal handling.

Correspondence Without Payment

Customer letters, dispute notices, or returned statements arrive without a check. SinglePoint forwards correspondence to a client-designated contact via daily digest or scanned delivery.

Related SinglePoint Receivables and Payment Modules

Lockbox works with remote deposit, positive pay, and ERP integration to cover the full receivables lifecycle.

Remote Deposit

Remote deposit for checks received at the office via desktop scanner or mobile capture with duplicate detection.

Positive Pay

Positive pay for outbound check fraud prevention and ACH whitelist control on the disbursement side.

ERP Integration

ERP integration delivers lockbox remittance data to SAP, Oracle, NetSuite, and Microsoft Dynamics.

Move Receivables Out of Your Office with SinglePoint Lockbox

Stop mail handling inside finance. Let the SinglePoint lockbox team collect, image, key, and deposit customer checks with remittance data feeding your ERP for automated cash application. Follow the login guide to reach the lockbox dashboard or call +1-877-272-2265 to scope tier sizing and integration timeline.

Login Guide Contact Treasury

Frequently Asked Questions About SinglePoint Lockbox

Answers about PO box collection, retail vs wholesale processing, same-day deposit, physical check handling, and ERP integration.

What is lockbox in SinglePoint?

Lockbox is the outsourced receivables service where customer payments arrive at a dedicated PO box, SinglePoint extracts mail, scans checks, keys remittance, deposits funds the same day, and feeds data to your AR ledger. Eliminates mail handling inside finance. See remote deposit for checks received directly at the office.

What is the difference between retail and wholesale lockbox?

Retail lockbox processes high-volume consumer payments using scannable coupons — utilities, insurance, mortgage. Wholesale lockbox processes lower-volume B2B payments where operators key invoice numbers from remittance advices. Retail costs less per item with higher automation; wholesale costs more but handles complex remittance.

How quickly do lockbox payments post?

Payments deposit the same business day if mail arrives before the daily cutoff. Retail lockbox runs 2-4 pickups per day for fastest processing. Wholesale lockbox follows one morning pickup with afternoon data-entry completion. Remittance data and check images deliver to the SinglePoint dashboard within hours of processing.

What happens to the physical checks?

Checks deposit the same day they process. Front and back images archive for seven years satisfying Check 21 and Regulation CC. Physical originals hold for 90 days then securely destroy under documented procedures. Customer service research uses archived images without needing the original paper check.

Can lockbox data feed my ERP?

Yes. SinglePoint lockbox delivers remittance data through BAI2, CSV, XML, and API to SAP, Oracle, NetSuite, and Microsoft Dynamics via SFTP or direct connection. Configurable matching rules handle partial payments, over-payments, short-pays, and deductions for automated cash application against open invoices. See ERP integration for connector detail.