CloudFiles for payments and regulated fintech
Payments and regulated fintech teams onboard merchants from files spread across email and Salesforce, and go-live slips. CloudFiles collects files, analyzes statements and builds dispute packets in Salesforce for onboarding and risk teams.
Every merchant file in place, from application to chargeback
Salesforce tracks each merchant from lead to live account, while statements, bank letters and dispute evidence move through shared drives and inboxes. CloudFiles organizes, collects, analyzes and generates those documents on the record.
The manual way
- Merchant operations teams hunt for a merchant's licenses, statements and signed forms across the lead, account and opportunity records, with nothing sorted by location. Underwriting waits while they rebuild the file for each new merchant.
- Onboarding coordinators chase every merchant by email for processing statements, a voided check, the business license and owner IDs, then file each reply on the application form by hand. Applications sit at intake while files trickle in.
- Underwriters open months of processing and bank statements one by one to work out monthly volume, average ticket and chargeback levels, then key each figure into the application form. Approvals stall, and each merchant's first sale slips.
- Dispute analysts download receipts, delivery confirmations and customer emails for every chargeback, then stitch them into one PDF behind a cover letter typed in Word. Response deadlines slip while each case's packet is put together by hand.
- Merchant sales reps copy rates, fee lines and owner details from the opportunity into a merchant agreement and fee schedule in Word, then email it and chase every signer. One wrong fee or missing signature sends boarding back to the start.
The CloudFiles way
- CloudFiles keeps every merchant's documents in one structured folder, from first lead to live account. The account's folder holds a sub-folder for each location and application form, and the lead's files move in at conversion, so nobody rebuilds a file.
- CloudFiles gives every merchant one secure upload link that names each document the application needs, with no Salesforce login. The link is created with the application form, and every statement, check, license and ID lands in the merchant's folder.
- CloudFiles answers underwriting questions across every statement a merchant sends. The statements form one dataset that answers the same questions for every merchant. Every figure waits for an underwriter's approval before it reaches the application form.
- CloudFiles assembles each chargeback's evidence packet from the files already on its case. A cover letter is generated from the case and merged into one PDF with the receipts, delivery proof and emails the analyst picks. The packet is filed back on the case.
- CloudFiles produces every merchant's agreement and fee schedule from the opportunity, then returns them signed. Rates and owner details fill the product's template. Both are sent in a single e-signature envelope and return to the opportunity as signed PDFs.
Merchant documents handled from first application to last dispute
CloudFiles carries each of these jobs on Salesforce Flow, using the leads, merchant accounts, application forms and cases a payments team already works in.
Folder automation for merchant accounts
CloudFiles builds a structured folder for each merchant in Salesforce, with a sub-folder for every location and application form, so onboarding teams open the whole merchant file from the account record.
- Saving a merchant account fires a record-triggered flow where the create folder flow action adds sub-folders for licenses, statements and agreements
- Each location's child account has a folder nested in the parent merchant's folder, so a merchant with many sites stays in one tree
- Statements a rep collected on the lead travel into the merchant account's folder at conversion, moved there by the move resource flow action
SharePoint integration for merchant files
CloudFiles connects a payments company's SharePoint, or any storage it already uses, to Salesforce, so merchant files stay there while risk and support teams find and preview them from the account.
- Attachments added to a merchant's case or opportunity are copied into the account's SharePoint folder by the copy Salesforce files flow action
- Every file gets SharePoint columns for its merchant ID and document type, so all of a merchant's licenses turn up in one filtered search
- Support agents working a case open the merchant's whole folder through the CloudFiles widget, with every storage permission left as it was
Onboarding document collection and secure links
CloudFiles collects onboarding documents from merchants through one secure link with no Salesforce login, puts every upload in the merchant's folder and sends documents back to merchants by secure link.
- Each new application form gets a data room holding one file request per document, built by the create file request flow action
- Merchants open the data room link from an email and see every requested document by name, each with a short note on what to send
- The data room's link is saved to a field on the application form, and the update link settings flow action switches it off once the merchant is live
Processing statement analysis for underwriting
CloudFiles automates processing statement analysis for merchant underwriting in Salesforce, grouping each merchant's statements so underwriters see volume, ticket size and chargeback counts on the application form.
- The create dataset flow action groups every statement uploaded to the application form, so each month of activity is queried as a single set
- Underwriters put the same questions to every merchant, such as refund totals or the largest single sale, and get one answer across the set
- A CloudFiles Document AI workflow pauses each figure for sign-off, so nothing lands in an application form field unchecked
Merchant application intake with AI
CloudFiles turns each signed merchant application into Salesforce records. A scanned packet is split into its separate documents and sorted into folders, then the application's details are mapped to the account record.
- A packet scanned as one PDF, with the application, owner IDs and a voided check, is split into named files by the split document using AI flow action
- Every split file is labeled by document type on arrival and moved into the matching sub-folder of the merchant account
- Legal name, tax ID and ownership details become fields on the account and new contact records, written by the document mapper flow action
Chargeback evidence packet generation
CloudFiles builds chargeback evidence packets on the case in Salesforce, putting a generated response letter in front of the order receipts, shipping proof and customer messages an analyst selects, all in one PDF.
- Dispute analysts tick the evidence files on a case in a screen flow, and the merge documents (sync) flow action joins them in that order
- A response letter built from the case and its dispute record leads the packet, with the disputed amount and transaction details filled in
- The merged PDF goes into the case's folder, ready to submit before the card network's response deadline
Key documents we handle for payments and regulated fintech
CloudFiles files, collects and produces the paperwork behind every merchant, from first statement to last chargeback, on any lead, account, case or opportunity in Salesforce.
Merchant applications
The signed request to accept card payments, filed with the merchant's account and application form as the first record underwriting opens.
Processing and bank statements
Months of card and bank activity that show a merchant's history, grouped with its application form so underwriters decide from the full picture.
Voided checks and bank letters
Proof of the settlement account each merchant's deposits go to, requested at onboarding and kept in the merchant's folder for every later bank change.
Business licenses and owner IDs
Proof that a merchant is registered to trade and who owns it, stored with the account and its application form for the onboarding review.
Merchant agreements and pricing schedules
The contract and fee terms each merchant signs before its first sale, generated from the opportunity and returned to it after the last signature.
Chargeback response packets
The letter and evidence that contest a chargeback before its deadline, kept as one PDF on the dispute's case for every later review.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles gives every new merchant account its own folder in Salesforce once the account is saved, named the way the payments team chooses. Every application form and location gets its own sub-folder inside it, and the whole tree opens on the account page. Admins attach the create folder flow action to a flow that fires when an account is created.
CloudFiles stores merchant documents in SharePoint, Google Drive, Azure Blob, Amazon S3 and more, wherever the payments company already keeps files, and shows each merchant's folder on its Salesforce account. Files added to a Salesforce record are copied there, and storage permissions stay as set, so risk and support teams share one set of merchant files.
CloudFiles gives merchants a secure link for sending onboarding documents, and nobody needs a Salesforce login to use it. The link opens a data room made for each application form, listing a named request per document, and every file a merchant uploads goes to the merchant's folder in your storage. Each of those requests comes from the create file request flow action.
Yes. CloudFiles analyzes a merchant's processing statements and bank statements as one dataset inside Salesforce, whether they arrive as PDFs, spreadsheets or scanned pages. The monthly volume stated on the application form can join that dataset, so the answers show where the statements and the application disagree before the underwriter decides.
Yes. CloudFiles takes merchant application intake from upload to finished record in Salesforce through a CloudFiles Document AI workflow. The workflow classifies every document, matches it with the correct merchant account even when the legal name is spelled differently, decides whether to update that account or open a new one and writes the result. Writes can pause for approval.
CloudFiles limits a merchant's underwriting documents to the right Salesforce users or public groups. A flow can give the risk team edit rights on the underwriting sub-folder and withdraw them when the application form is decided, while sales keeps the rest of the merchant's folder. Each change is made by the update permissions flow action.
Yes. CloudFiles shows each merchant its own documents inside the Experience Cloud portal the payments company runs, in the CloudFiles widget. Merchants open and upload files in the folders shared with their portal user, and a flow can remove that access when a merchant account is closed, so former merchants no longer see their files.
Yes. CloudFiles produces a merchant agreement and pricing schedule from each opportunity's data in Salesforce, using the template set for the product. Rates, fees and each owner's details fill both documents, which go to the merchant's owners first and your signer next, all in one envelope. Admins choose the template per product through the get doc-gen templates flow action.
CloudFiles builds a chargeback response packet from the files on a Salesforce case and saves it as one PDF. Order confirmations, shipping proof and customer emails are merged in the order the analyst sets, whether they are PDFs, Word files or photos, held in Salesforce files or in your storage, behind a cover letter made from the case's data.
Yes. CloudFiles runs alongside the Financial Services Cloud objects payments teams use, including party profiles, application forms and dispute records, plus leads, accounts, opportunities, cases and custom objects. The CloudFiles managed package installs from AppExchange, plugs into a team's screen flows and record-triggered flows and puts each record's files on its page.
Book your personalized demo
Bring one merchant application and one chargeback case to a demo, and see their documents filed, checked and assembled inside your Salesforce org.