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Pay your invoices

After reviewing your invoices, you can now pay them.

Pay your invoices

Schedule, confirm, and track supplier invoice payments directly from Spendesk using wire transfer from your Spendesk wallet, or a virtual card.

For: Controllers and Account Owners on all Spendesk plans that include the Accounts Payable (AP) module.

Table of Contents

  • Before you start

  • Step 1: Review the invoice

  • Step 2: Schedule the payment

  • Step 3: Choose a payment method

  • Step 4: Confirm the payment

  • Step 5: Track your payment in the history tab

  • Manual transfer files (XML SEPA and CSV)

  • Transfer labels

  • Edge cases

  • Troubleshooting

  • Related articles

Before you start

Requirement

Detail

Roles

Only Controllers and Account Owners can pay or bookkeep supplier invoices. Only Account Owners can confirm payments.

Plan

Requires the Accounts Payable (AP) module ("Submit my Invoice" feature).

Domestic payments

Available for EUR wallets (SEPA zone suppliers) and GBP wallets (UK suppliers).

International payments

Requires setup with Wise. Available for EEA entities and UK entities.

Supplier bank details

Your supplier's IBAN/BIC (or local bank details) must be complete and accurate before you can pay by transfer.

👥 Roles: Only Controllers and Account Owners are authorized to pay or bookkeep supplier invoices.

Step 1: Review the invoice

  1. Navigate to Invoices > Review.

  2. Open the invoice you want to process.

  3. Check that the supplier's name, bank details, and accounts payable account are complete. Add any missing information if needed.

  4. Click Send to schedule to move the invoice forward.

Reviewed invoices move to Invoices > Schedule. From there, invoices are also prepared for bookkeeping in the Prepare tab, and can later be exported from the Export tab.

Step 2: Schedule the payment

  1. Navigate to Invoices > Schedule.

  2. Select the invoice(s) you want to pay.

  3. Choose an execution date: Execute immediately, Execute on the invoice's due date, or Execute on a specific future date.

💡 Tip: You can select a common execution date for multiple invoices at once to schedule them together.

Each invoice corresponds to one payment transfer. If you pay 5 invoices at once to the same supplier, the supplier receives 5 separate transfers.

🔒 Access: UK entities can select a future execution date up to 30 days ahead. The scheduled date does not change once the Account Owner confirms the payment.

Step 3: Choose a payment method

The available payment method depends on your wallet currency, the invoice currency, and the supplier's location.

Method

When to use it

Who processes the transfer

Pay from Spendesk

EUR wallet paying a EUR supplier in the SEPA zone, or GBP wallet paying a UK supplier in GBP, or international payments in a supported currency (EEA entities, and progressively UK)

Spendesk, via its banking partner

Manual transfer (XML SEPA)

EUR supplier with IBAN/BIC on file, when you prefer to execute the transfer yourself

You, from your company's bank account

Manual transfer (CSV)

Any supplier when Pay from Spendesk or XML SEPA is not available

You, from your company's bank account

Pay by card

Eligible invoices within your card spending limit

Spendesk, via a single-use virtual card

  1. On the invoice, select your preferred payment method.

  2. If choosing Pay from Spendesk for an international payment, fill in the recipient form with the required details (they vary by country and currency).

  3. Click Send to confirm.

When is "Pay from Spendesk" available?

  • EUR entities: available for EUR invoices to EUR suppliers under the same rules as XML SEPA. If your invoice is in another supported currency, you can use this option after successfully completing the recipient form. Unsupported currencies still require the "Pay from your Bank" (CSV) option.

  • GBP entities: available for GBP invoices to UK suppliers. Support for other supported currencies is rolling out. Unsupported currencies still require the "Pay from your Bank" (CSV) option.

For international payments in currencies other than your wallet currency, see Pay International Invoices from Spendesk for the full list of supported currencies, fees, and setup steps. For virtual card payments, see Pay Your Invoices by Card.

Step 4: Confirm the payment

  1. Navigate to Invoices > Confirm (Account Owners only).

  2. Select the invoice(s) to confirm.

  3. Review the transfer details (amount, execution date, and, for international payments, exchange rate and fees).

  4. Click Confirm transfer(s).

Expected results

  • If payment is due today or overdue: once confirmed, our banking partner executes it between now and the next morning.

  • If payment is scheduled for a future date: once confirmed, the transfer executes on the selected date.

  • Domestic transfers are usually executed within 1–3 days.

  • International transfers can take a few seconds up to 5 days, depending on the currency and transfer type.

Step 5: Track your payment

  1. Navigate to All expenses > All Payments to see paid invoices.

  2. Navigate to Invoices > History to view individual payment details.

  3. Look for the description format: "Spendesk + supplier name + invoice number."

  4. Click a payment to re-download its .csv or .xml file if needed.

Manual transfer files (XML SEPA and CSV)

XML SEPA

  1. Navigate to Invoices > Schedule.

  2. Select the invoice payments to export.

  3. Select the XML SEPA option.

  4. Download the file and upload it to your company's bank account.

Spendesk does not execute this transfer for you. The XML file includes: company name, company IBAN and BIC, payment date, payment amount, supplier name, supplier IBAN and BIC, and the description "supplier name + invoice number."

⚠️ Warning: If your supplier's bank details are not part of the SEPA network, or the IBAN/BIC field is empty, you cannot download an XML SEPA file.

CSV

  1. Navigate to Invoices > Schedule.

  2. Select the invoice payments to export.

  3. Select the CSV option.

  4. Download the file and execute all transfers manually from your bank.

If you selected CSV by mistake but the supplier's SEPA IBAN/BIC is on file, you can re-download the XML file from Invoices > History. Once you have confirmed a payment using the XML or CSV option, you cannot switch to "Pay from Spendesk" for that payment. You must process the batch manually through your bank.

Transfer labels

Transfer labels include the issuer's details, the payment amount, and a randomly generated code.

For EUR customers, two additional options are available:

  • Add the invoice number to the description by default, alongside the random code.

  • Enter a "payment reference" (maximum 18 characters) during the review step. It appears in the description alongside the random code.

Edge cases

  • Closed recipient bank account: if a recipient's bank account is closed, Spendesk may need to transfer funds manually, or the transfer could be rejected.

  • Multiple payments for one invoice: in Invoices > Schedule, select the invoice and use Edit payment schedule to set multiple payment dates and amounts.

  • Purchase orders: invoices linked to a purchase order can be paid using the same process. See Purchase orders for details.

Troubleshooting

Symptom: A wire transfer fails.
​Cause: Common causes include incorrect supplier bank details, a closed recipient account, or insufficient wallet funds.
​Resolution:

  1. Navigate to Invoices > Schedule.

  2. Locate the failed transfer and review the failure reason.

  3. Update the supplier's bank details if needed. See Add your supplier accounts and review your invoices.

  4. Reschedule the transfer from the Schedule tab.

Symptom: You can't download an XML SEPA file for a supplier.
​Cause: The supplier's IBAN/BIC is missing, or their bank details aren't part of the SEPA network.
​Resolution:

  1. Navigate to the supplier's profile and add the missing IBAN/BIC.

  2. If the supplier is outside the SEPA network, use the CSV option instead.

Symptom: The "Pay from Spendesk" option isn't available for an invoice.
​Cause: Your wallet currency, invoice currency, or supplier location isn't yet supported for this option.
​Resolution:

  1. Check the supported currency list.

  2. If unsupported, use the CSV or XML SEPA option instead.

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