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.
   • 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.