How CWS Handles Incoming Check Payments

Under normal circumstances, here are some things to know about how we handle incoming check payments.

• We receive mail at a Fort Walton Beach post office box (for safety/security), but only check the box once or twice per week (this can cause a few days’ delay).
• When we pick up the post office box mail, we usually deposit checks the same day, using mobile deposit (your check is scanned via banking software and deposited electronically). Deposited checks are shredded 3-6 months after they clear the bank.
• If your account doesn’t allow mobile deposit, it can take up to a week for the check to be deposited, but the payment will be noted on your account the day we receive the check.
• Quickbooks Online (QBO, our accounting system) is configured to automatically send invoice reminders at 21 days and 30 days. It’s a system-wide setting that applies to all Customers.
• If we can’t match the payment to an outstanding invoice, we’ll contact you before we deposit the check. If we receive an extra check (or duplicate), we’ll contact you before we deposit it.
• We’ll never disconnect hosting or email without trying to contact you first.
• Domain renewals are handled differently, because they expire, and, in most cases, must be manually renewed on our end. We usually reach out by email several times before a domain expires.
• When we don’t hear back from Customers we’ve tried to contact, we assume they don’t want to keep our services. We’re busy too, so if we ask for a call back, please call back!

If you have any questions about your invoice or our billing process, please reach out to us!