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Treasury Services at Exchange Bank: Cash Management for Mid-Market Sonoma County Companies

Exchange Bank treasury services cover the full cash-management stack for Sonoma County companies in the $5 million to $50 million revenue range — ACH origination for payroll and vendor payments, domestic and international wire origination, lockbox services for high-cheque-volume A/R, zero-balance accounts (ZBA) to consolidate cash from multiple disbursement legs, positive pay (cheque and payee verification), remote deposit capture, sweep accounts and a fraud-protection overlay coordinating the controls.

Treasury clients are supported by a dedicated treasury management team in Santa Rosa. Payment rails follow Federal Reserve payment-system standards, ACH follows Nacha rules, and anti-money-laundering controls follow FinCEN Bank Secrecy Act requirements including CTR and SAR reporting.

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Exchange Bank treasury services dashboard showing ACH origination, wires, lockbox, ZBA, positive pay and sweep for a mid-market Sonoma County company

Treasury Services: Eight Cash-Management Modules

Each module addresses a specific cash-management function. Companies adopt the modules selectively — a mid-market hospitality group starts with ACH and positive pay; a manufacturer adds lockbox; a multi-entity winery layers in ZBA and sweep; a professional-services firm adds remote deposit capture.

ACH Origination

ACH origination at Exchange Bank lets a company initiate ACH credits (payroll, vendor payments, tax deposits) and ACH debits (customer collections, recurring subscriptions, utility autopay) through the Federal Reserve's FedACH rails and EPN. Files are transmitted through the online treasury portal or via secure file transfer, with dual-control approval on every batch above a configurable threshold. Same-day ACH supports time-sensitive payroll corrections and urgent vendor payments. Exposure limits are calibrated at onboarding based on the company's normal origination volume, with prudential thresholds that align with FFIEC guidance.

Wire Origination

Wire origination supports domestic Fedwire and international SWIFT payments. Domestic wires settle same-day when submitted before the Fedwire cut-off. International wires route through correspondent-bank relationships with FX conversion priced transparently. Dual-control approval is standard, with callback verification on wires above a client-configured dollar threshold to mitigate business-email-compromise fraud risk. Wire templates for recurring counterparties reduce keystroke errors. The treasury portal logs each wire with OFAC screening, Bank Secrecy Act review and audit trail.

Lockbox Services

Lockbox service routes the company's commercial-customer cheque payments to a dedicated P.O. box monitored by Exchange Bank's lockbox operation. Payments are opened, scanned, deposited and reported into the treasury account daily. Remittance detail — invoice number, amount, customer identifier, discount-taken flags — is extracted and delivered to the company's A/R system as a structured file. For a Petaluma manufacturer receiving 200 cheque payments per month, lockbox eliminates 15-20 hours per month of manual A/R posting work and typically accelerates cash receipt by 1-2 business days compared to in-house handling.

Zero-Balance Accounts (ZBA)

A zero-balance account is a checking sub-account that funds to zero at end-of-day by drawing from or depositing to a concentration master account. A multi-location restaurant group with four operating locations uses four ZBA disbursement legs for payroll, vendor cheques and petty cash, with a master account concentrating cash overnight. The structure preserves administrative clarity (each location has its own account for reconciliation) while consolidating interest-earning balance at the master. ZBA is a foundational structure for any company running more than two operating accounts.

Positive Pay (Cheque + Payee)

Positive pay is the cheque-fraud screening service at Exchange Bank. Before cheques enter the clearing stream, an issue file is uploaded listing every cheque written — number, amount, payee name. Any cheque presented that does not match the issue file is held in an exception queue for the account owner to decision. Payee-verification positive pay extends the match criteria to the payee name, catching altered-payee fraud on stolen mail cheques. Per FinCEN fraud reporting data, cheque fraud has grown sharply in recent years; positive pay is the most effective defensive control.

Remote Deposit Capture

Remote deposit capture lets a treasury client scan cheques at the counter or headquarters through a desktop scanner, or through the business mobile app for lower-volume sites. Deposits post same-business-day if scanned before cut-off. Retention of the original paper cheque follows regulatory standards (typically 30-60 days) before secure destruction. A winery headquartered in Healdsburg with six tasting-room locations uses remote deposit capture from each tasting room's back office, eliminating branch deposit trips and accelerating cash concentration to the treasury master.

Sweep Accounts

Sweep accounts at Exchange Bank automate the checking-to-savings threshold move. Treasury clients set a target operating balance on the master checking account; any overage at end-of-day moves to a linked business money market or business savings leg, earning the tiered APY. When the next-morning balance falls below the floor, funds sweep back in. Sweep integrates with ZBA structures to concentrate cash from sub-accounts, pass the excess to an interest-earning leg, and restore operating balance the next morning — all automatically, with no treasury-clerk manual transfers.

Fraud Protection Overlay

The fraud protection overlay at Exchange Bank coordinates controls across ACH, wires, cheques and card activity. ACH fraud filtering blocks or approves inbound ACH debits against a pre-authorised whitelist. Wire callback verification confirms the wire request came from an authorised person before release, mitigating business-email-compromise risk. Positive pay screens cheques. Card controls (card-present/not-present flags, geographic restrictions, amount limits) govern card activity. Alerts push to the treasury contact via email and SMS on any exception. The coordinated overlay is the most effective defence against sophisticated modern fraud.

Treasury Service Matrix

Each service, its cash-management function, minimum volume threshold and the company size that typically benefits most.

ServiceFunctionMin VolumeTarget Company SizeTypical Control
ACH OriginationPayroll, vendor, tax, collections25+ transactions/month$2M revenue and aboveDual control, exposure limits
Wire OriginationSame-day domestic, international5+ wires/month$5M-$50M revenueCallback verification, OFAC screen
Lockbox ServicesAccelerated A/R cheque processing100+ payments/month$10M-$50M revenue, commercial A/RDedicated P.O. box, daily reporting
Zero-Balance AccountsSub-account funding to zero3+ operating accountsMulti-entity, multi-location groupsDaily auto-concentration
Positive PayCheque and payee fraud screeningAny cheque-writing volumeAny company with cheque exposureIssue file, exception queue
Remote Deposit CaptureDesktop or mobile cheque deposit20+ cheques/month$1M revenue and aboveSame-day posting, image retention

Treasury Targets

Parameters the treasury management team uses to calibrate a new relationship.

$5M-$50MTarget Revenue Band
FedACHSame-Day ACH Rails
SWIFTInternational Wire Coverage
BSABSA/AML Controls Throughout

Onboarding, Integration & Operations

How a new treasury relationship moves from signed application to live production.

Onboarding Timeline

Treasury onboarding at Exchange Bank typically runs 3-5 weeks from signed application to live operation. Week 1 covers treasury-services agreements, ACH origination authorisation, exposure-limit calibration, positive pay setup and portal user-provisioning. Week 2-3 covers file-format testing for ACH origination, wire-template setup, ZBA and sweep configuration, positive pay issue-file testing, and if applicable lockbox P.O. box activation. Week 3-4 runs test transactions in parallel with existing processes. Week 5 is go-live. Dedicated treasury implementation support walks the company's finance team through each step.

Implementation documentation follows FFIEC guidance, the CFPB's applicable regulations and the bank's own control standards validated through SOC 1 and SOC 2 audits.

Treasury services onboarding timeline with week-by-week implementation milestones, agreements signed and portal access provisioned
ERP integration flow from Sage Intacct, NetSuite or QuickBooks into Exchange Bank treasury portal with daily posting and reconciliation

ERP & Accounting Integration

Treasury clients at Exchange Bank integrate with a wide range of accounting and ERP systems — QuickBooks Online and Desktop for smaller operators, Sage Intacct and NetSuite for mid-market, and Microsoft Dynamics 365 for more complex multi-entity groups. ACH origination files are generated in Nacha format. BAI2 and CSV formats are available for daily balance and transaction reporting. Lockbox remittance detail is delivered in BAI or a custom-mapped format. Integration cuts manual posting and reconciliation time dramatically for the finance team and is the single largest operational win most treasury clients report.

BAI2 format follows the Accredited Standards Committee X9 banking-industry standards used across U.S. treasury-reporting operations.

BSA/AML & Regulatory Framework

Treasury operations at Exchange Bank run inside the Bank Secrecy Act and anti-money-laundering framework administered by FinCEN. Currency Transaction Reports (CTR) are filed for cash activity above the statutory threshold. Suspicious Activity Reports (SAR) are filed where activity profile suggests suspicious conduct. Customer Identification Program (CIP) requirements apply at account opening and at material change-of-condition. OFAC screening runs on every wire and configurable on every ACH transaction. Dual-control approval is standard on origination activity above the client's configured threshold, aligned with FFIEC guidance on operational-risk management.

Regulatory review at the bank is supervised by the FDIC and the California DFPI under their state-chartered community-bank framework.

BSA/AML compliance workflow with CIP, OFAC screen, CTR filing threshold and SAR monitoring for treasury services

Three Treasury Client Profiles

Typical treasury relationships the team supports in Sonoma County.

Multi-Entity Winery Group

Russian River winery group with holding company, two operating LLCs and a real-estate LLC. ACH origination for biweekly payroll, wire origination for import vendor payments, ZBA structure across all four entities, sweep to a concentration money market, positive pay on each entity. $32M combined annual revenue.

Healdsburg Hospitality Group

Three-property hospitality group (boutique inn, restaurant, event venue). Lockbox for commercial events receivables, remote deposit capture at each property, ACH for vendor payments and payroll, positive pay, wire origination for international event-deposit returns.

Petaluma Manufacturer

Specialty-foods manufacturer. $18M annual revenue. Lockbox for 250+ monthly commercial cheque payments, ACH origination for weekly supplier payments, wire origination for international ingredient purchases, positive pay with payee verification, sweep to Business Money Market.

Start a Treasury Conversation

A treasury management specialist at Exchange Bank can scope the right module set in a 60-minute working session with the company's CFO or controller. Call the commercial line at 707-524-3000 extension 1100 or visit any Sonoma County branch. Pre-meeting questionnaire available on request.

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People Also Ask

What is ACH origination?
Company initiates ACH credits (payroll, vendors) and debits (collections) through FedACH and EPN rails. Nacha rules govern. Same-day ACH supported.
How does lockbox work?
Customer cheques mail to a bank-monitored P.O. box, are opened, scanned, deposited and reported with remittance detail delivered to the A/R system daily.
What is a zero-balance account?
Sub-account that funds to zero at end-of-day from a concentration master. Preserves administrative clarity while consolidating interest-earning balance.
How does positive pay stop fraud?
Issue file uploaded before cheques clear. Any presented cheque not matching the file goes to exception queue. Payee-verification catches altered-payee fraud.
What company size fits treasury services?
Target $5M-$50M annual revenue with multiple operating accounts, ACH origination volume, and 50+ monthly wires or lockbox items.

Related Small Business Services

Small Business Checking

Operating accounts hosting treasury services.

Small Business Savings

Sweep target and concentration savings legs.

Commercial Credit

Term loans and lines complementing treasury relationships.

Merchant Processing

Card acceptance settlement into treasury accounts.

Wire Services

Retail wire execution details.

Digital Banking

Treasury portal and mobile access for authorised users.

California Community Banking — Topic Cluster