How to create a batch payment to pay bills & expenses?

Batch payments streamline your bill paying process by letting you pay multiple bills simultaneously. You have two payment options: send payments directly through a connected bank account, or, if you don't have a connection set up, download a payment file for manual upload to your bank. Batch payments can be initiated from several locations within the system.

Part 1: Creating a Batch Payment

This section describes the different ways to start a batch payment. Choose the method that applies to your current task.

Purchase Invoices

• From the Bills Archive:
  1. Navigate to Purchases > Archive.
  2. Filter to show only unpaid bills you wish to pay.
  3. Check the boxes next to the bills to include.
  4. Click "Make Payments".

• From a Single Bill:
  1. Open the purchase invoice.
  2. Find the "Payments" section.
  3. Click "Make a payment"

Expense Reports

• From the Reports archive:
  1. Navigate to Reports > Archive.
  2. Filter for unpaid reports ready for reimbursement.
  3. Check the boxes next to the reports to include.
  4. Click "Make Payments".

• From a Single Report:
  1. Open the expense report.
  2. Find report details.
  3. Click "Reimburse"

Part 2: Reviewing and Processing the Batch Payment

These steps apply after you have created a draft payment using any of the methods above.

1. Review and Approve:
   
   • Review the list of payments and amounts.
   • Make any necessary adjustments.
   • Choose your payment bank account. If you haven't yet set up a bank account in Envoice, please add one following these instructions.
   • Confirm and finalize the payment by liking "Finish and view payments"

2. Finalize the Payment:

   • Option 1: Pay with Bank Connection (If a connection exists):
     • Click a button "Pay with [Bank Name]".
     • Follow any on-screen prompts.
   • Option 2: Download (If no connection):
     • Click a button like "Download".
     • Save the file to your computer.
     • Manually upload this file to your online banking portal. Note: If the bank rejects your payment file, the most common reason is an incorrect format. Please go to your bank account settings, ensure you have selected the specific Payment File Format your bank requires, and then download the file again.
   • Option 3: Cancel Payments:
     • Click Other Actions > Cancel
     • Confirm cancellation if prompted.
     • This will remove any payments within this batch added to the documents.

Important Notes:

• Bank Connection: Connecting your bank streamlines the process (see separate instructions).
• Manual Upload: If downloading, follow your bank's instructions for file uploads.
• Draft Review: Always double-check the draft before processing.