Workstream lets you mail paper checks directly from payroll without printing, stuffing, or manually tracking checks. You can select which checks to mail, choose addresses, pick a shipping method, review costs, and send everything in one guided process.
⚠️ Beta feature: Paper Check Mailing is currently available to beta customers only. Some details may change as the feature evolves.
To request access, contact your Customer Success Manager or Workstream Support.
Mailing check workflow in Workstream
Who can use this feature
This feature is available for payrolls that include Manual (paper check) payment methods.
If all team members are paid by direct deposit, there will be no checks to mail and mailing options won’t appear.
How paper check mailing works
To get started with paper check mailing, follow these articles:
Set up paper check settings: Before you can mail checks, each payroll entity must have its paper check settings configured. This ensures checks have the correct starting number, addresses, and signature.
Mail checks using the mailing wizard: Checks can only be mailed for team members with a Manual payment method. Payroll must be submitted before mailing starts.
Track mailed checks: After mailing, you can track each check’s status from printing to delivery.
Take action on mailed checks: Depending on a check’s stage in the mailing process, you can:
Preview: Confirm payee, amount, and signature
Cancel: Stop mailing before the check is printed
Frequently Asked Questions (FAQs)
Implementation and setup
Q: When will I see the mailing wizard after submitting payroll?
Q: When will I see the mailing wizard after submitting payroll?
A: The wizard appears if your payroll has at least one team member with a manual check. You’ll need to select mailing addresses and confirm shipping before checks are sent.
Q: Can I start my check numbers at a custom number?
Q: Can I start my check numbers at a custom number?
A: Yes. Refer to this article for updating the starting number. Subsequent checks will follow sequentially from there.
Q: Is a signature image required?
Q: Is a signature image required?
A: Yes. Upload a PNG signature in Payroll Entities. Without it, the wizard will prompt you to upload one before mailing.
Mailing and addresses
Q: Can I mail checks to any work location or personal address?
Q: Can I mail checks to any work location or personal address?
A: You can choose:
Primary work location
Other work locations
Team member’s personal address
Q: What about checks for terminated or remote employees?
Q: What about checks for terminated or remote employees?
A: You can mail them in the address that is specified in the team member's profile. It will show up under "Personal address" in the mailing wizard.
Q: Are checks bundled by default?
Q: Are checks bundled by default?
A: Yes, checks are bundled when they are mailed to the same work location using the same shipping method.
Checks sent to personal addresses are always mailed separately. Even if two or more team members share the same personal address, each check is sent in its own package and is not bundled with others.
Tracking and status
Q: Can I cancel a check?
Q: Can I cancel a check?
A: Yes, only before it’s printed. Cancelling affects the whole bundle and will reset the status to Ready to Mail. To learn more, check out this article.
Shipping and timing
Q: When are checks sent?
Q: When are checks sent?
A: Checks are mailed via FedEx, and the timing depends on the shipping method and when you confirm the mailing:
FedEx 2-day: Delivered in 1–2 business days
FedEx overnight: Delivered the next business day
Processing cut-off:
Confirm your mailing before 4 PM EST, Monday to Friday → same-day processing
Confirm after 4 PM EST or on a weekend/holiday → mailed the next business day
Note on personal addresses: Each check to a personal address is mailed individually, even if multiple checks go to the same address. They are never bundled together.
Pricing and billing
Q: How much does mailing a check cost?
Q: How much does mailing a check cost?
A: Mailing costs may change. Please check with your account team for the latest rates.
Q: How is billing handled?
Q: How is billing handled?
A: Workstream calculates the bundle and check costs and bills via Stripe. Charges reflect the number of checks mailed and the selected shipping method.