Cash Isn’t Gone Yet. Here’s How to Make Handling It More Efficient

Stacks of cash sitting idly in teller drawers and ATM canisters cost banks serious dollars. A combination of techniques minimize waste without leaving customers high and dry.

By Rachel Gruber, Giesecke+Devrient

Published on January 29th, 2025 in Payments

Digital transactions increasingly dominate world commerce, yet cash continues to play a critical role in the global financial ecosystem. For instance, in the U.S. the share of payments made with cash decreased to 16% in 2023, but it remained the third most-used payment instrument behind credit and debit cards, per a 2024 Federal Reserve study.

The popularity of mobile wallets, instant payments and contactless solutions have caused cash usage to decline from previous years, but cash remains a preferred payment method for certain demographics that favor traditional payment options over digital ones. This ongoing reliance on cash underscores the necessity for financial institutions to implement efficient, modernized cash management practices to optimize financial operations and improve accessibility.

Modern software integration is reimagining U.S. cash management practices by addressing inefficiencies, providing real-time visibility, and ensuring security across all stages of the cash cycle.

Financial institutions are leveraging these solutions to navigate a complex environment where both cash and digital payments coexist, ensuring streamlined operations and improved service delivery.

Cash Management Challenges Specific to the U.S.

One of the most persistent cash management issues in the U.S. is the problem of idle cash — surplus funds that sit unused in ATMs and bank and credit union branches. The cause is poor forecasting that often results in unnecessary holding costs and inefficient capital utilization.

By employing advanced forecasting tools, financial institutions can analyze patterns in cash demand and replenish only what is needed, reducing waste and ensuring a smoother flow of currency. In fact, U.S. banks, such as J.P. Morgan Chase, have reported improved efficiencies and cost reductions by implementing integrated cash management solutions that optimize replenishment schedules.

Cash processing inefficiencies also burden many institutions. Traditional processes such as manual reconciliation and sorting eat up time. This also often leads to mistakes.

Software-driven automation addresses these issues by streamlining operations within cash centers and creating error-free interfaces for tasks like cash ordering and deposits. This shift reduces operational costs and frees staff to focus on higher-value tasks, enhancing both efficiency and customer satisfaction.

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How SaaS and Cloud Solutions Can Modernize Cash Operations

The adoption of Software as a Service (SaaS) and cloud-based solutions has further advanced cash management in the U.S., providing institutions with scalable, secure and cost-effective options.

These platforms streamline operations by automating redundant processes such as manual cash counting, enabling faster cash processing and improving efficiency at every stage. Additionally, data-driven insights allow institutions to predict cash demand at various locations, reducing excess cash holdings and shortfalls while minimizing costs associated with cash replenishment.

Cloud-based solutions also enhance real-time monitoring and tracking of cash movements, strengthening security, reducing fraud risk, and ensuring compliance with regulatory standards. This real-time visibility is crucial for financial institutions operating across multiple branches and regions, allowing them to respond swiftly to changes in demand and maintain optimal cash availability without overstocking.

Moreover, software integration improves coordination with cash-in-transit providers by enabling accurate scheduling for cash deliveries and pickups, reducing transportation costs and ensuring timely service.

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Advanced features, such as cash discrimination technology, efficiently identify counterfeit currency, enhancing trust in cash handling and minimizing financial losses. Additionally, shifting to a predictable operational expenditure (OPEX) model within a SaaS platform enables banks and credit unions to benefit from faster implementation timelines, enhanced scalability, and continuous updates to maintain compliance and security.

This approach is particularly advantageous for mid-sized and regional banks that face challenges with the high upfront costs of traditional IT infrastructure, offering them a path to efficient and resilient cash management.

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Enhancing Decision-Making and Customer Experience

Integrated software not only improves operational efficiency but also enhances decision-making capabilities.

For U.S. financial institutions, understanding customer usage patterns — such as the increase in cash demand during seasonal events or economic uncertainties —can inform more effective cash distribution strategies. Advanced forecasting tools enable banks to proactively meet heightened demand, ensuring seamless service during peak withdrawal periods like holiday seasons.

From a customer experience perspective, ensuring that ATMs and branches remain stocked with the right amount of cash minimizes service disruptions and builds trust. This level of reliability is essential in fostering long-term customer relationships, particularly when alternative payment options may be less available, such as during natural disasters.

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Industry reports have found that optimizing cash cycles and leveraging real-time insights can unlock significant operational savings for U.S. institutions, with some studies estimating that better management practices could free up $633 billion in working capital across S&P 1500 companies.

Adopting integrated software, SaaS and cloud solutions can ensure that U.S. institutions remain competitive and relevant in a rapidly changing market.

About the Author

Rachel Gruber is the director of strategic account management at Giesecke+Devrient, a global security tech company. She is based in Dulles, Va., and her team provides currency technology to U.S. financial institutions.

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