Only Controllers and Account Owners can pay or bookkeep supplier invoices.
Invoices can be added to bookkeeping from the Prepare tab as soon as they have been "reviewed" in Invoices > Review by controllers.
Important : 1 invoice = 1 reimbursement. If you have 35 invoices pending for 1 supplier, the supplier will receive 35 incoming transfers.
Go to Invoices > Pay.
Pay validated invoices from Spendesk's "available" funds
Choose an execution date
Pay on individual due dates: by default, the each selected line will be executed on:
if payment is late or today: as soon as the Account owner confirms, it will be executed between now and the next morning by our banking partner.
if payment is in the future: once confirmed by the Account owner, the transfer is executed on the selected date.
Pay all on a specific date: you can schedule a transfer for a specific date by selecting a common execution date for all selected payments, today or in the future. Once confirmed by the Account owner, the transfer is executed on the selected date.
Choose a payment method (pay by Spendesk)
By default, selected invoices are paid from Spendesk, using the funds available in your wallet, if the bank information of the supplier is added. Otherwise, only select the invoices that have supplier information already filled on Spendesk, and pay the rest using XML SEPA or manually!
When you choose to pay "From Spendesk", the Account owner is notified by email (and Slack) and has to confirm the payments from Invoices > Confirm.
Once it's done, the transfer is executed the same day or the next day and it takes about 3 days to receive the reimbursement (5-7 days for ACH).
When is the “Pay from Spendesk” option available?
This option is available for EUR and GBP entities only.
For EUR entities:
if invoice is in €, to EUR supplier, they'll be able to select the Pay from Spendesk option (same rules as for XML SEPA)
if invoice is in foreign currency or to a non EUR supplier, they’ll be able to select the Pay from your Bank (CSV) option only
For GBP entities:
if invoice is in £, to UK supplier, they'll be able to select the Pay from Spendesk option
if invoice is in foreign currency or to a non UK supplier, they’ll be able to select the Pay from your Bank (CSV) option only
What happens if the recipient's bank account is closed?
There are several possibilities - either the bank of the closed account will have to be asked to transfer the funds received (if they do not do so automatically), or the funds will be rejected.
What is the label of the transfer on the receiving bank?
It includes the name of the issuing transfer, the amount and a description. This description is a randomly generated code.
For EUR customers, we are currently adding :
an option to add the invoice number in the description by default (in addition of the current random code)
the ability to enter a "payment reference" on the review step (max of 18 characters) that will be displayed in the in the description (in addition of the current random code)
Pay your invoices outside of Spendesk (manual transfer or XML SEPA)
Navigate to the "Pay" tab, select the corresponding invoice payments.
Choose between the options: by CSV or XML SEPA file (available on European SEPA accounts: if activated and eligible, XML SEPA format is selected).
Click the "Download and mark as paid" button.
A CSV or XML file will be downloaded to your computer.
Finally, please upload the XML file to your company’s bank account. Et voilà!
What information does an XML file include?
The XML files provided by Spendesk contain the following information:
- Company name
- IBAN and BIC of the company
- date of payment execution
- amount of the payment
- Name of the supplier
- IBAN and BIC of the supplier
- description: "supplier name + invoice number
Pay your invoice in several payments
If you want to pay an invoice on multiple / different dates,
Navigate to the "Invoices" tab
Under the "Pay" tab, select the corresponding invoice
In the sidebar on the right-hand side, under the "Payment" area, look for the “Edit payment schedule” action.
Edit the dates and amounts for the payment of your invoice.
Paid status and History tab
When your invoices are paid, they move from the "Invoices" tab to the "Payments > All" tab. Any invoice payment is then shown on Invoices > History and All payments. Suppliers will receive the funds with the following description "Spendesk + supplier name + invoice number".
You can view all invoice payments in Invoices - History (on the right of the screen).
You can also look up what mean of payment was used: by Spendesk, CSV (=manual transfer), or XML SEPA?
If you chose ".CSV" at the payment stage, you can re-download the file in XML format from History provided that the supplier's IBAN is filled in and is part of the SEPA zone 😊 (and vice versa) .
Can I submit a purchase order?
Yes 🙌 You can have a look at our articles here.
Learn more about our accounts payable management