Roles

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

Review an invoice

Invoices must be reviewed by controllers in "Expenditures > Invoices > Review" before being scheduled from "Invoices > Schedule" and prepared for bookkeeping from the "Prepare" tab. They can then export invoices from the "Export" tab.

Pay invoices

Navigate to the "Invoices" tab and select "Schedule."

Select an option to execute immediately, on individual due dates, or on a specific future date.

Each invoice corresponds to one payment transfer. If you pay 5 invoices in one go to a supplier, the supplier will receive 5 transfers.

The daily limit for transactions is 500K EUR/GBP per entity, including invoice and expense claims transfers.

When a wire transfer fails, Finance teams (AO or Controllers) can see it from the Schedule tab, look at the reason and reschedule the transfer.

Payment Status and History tab (re-download a .csv / .xml file)

Paid invoices move to the "All expenses > All Payments" tab.

Invoice payment details appear in "Invoices > History" and "All payments" with the description "Spendesk + supplier name + invoice number."

Payment Methods

Pay from Spendesk Option
This option is available for EUR and GBP entities only.
Using this option, you will pay invoices from Spendesk using available wallet funds by default.
Choose an execution date
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.
👉 When will the beneficiary receive the transfer?
If payment is planned 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.

Account owners can then confirm payments in "Invoices > Confirm." This tab is only available to Account owners.

Transfer execution usually takes 1-3 days, and failed transfers can be rescheduled from the "Schedule" tab.
When is the “Pay from Spendesk” option available?
This option is available for EUR and GBP entities only.

For EUR entities: if an invoice is in €, to EUR supplier, you'll be able to select the Pay from Spendesk option (same rules as for XML SEPA).
if an invoice is in foreign currency or to a non EUR supplier, you'll be able to select the Pay from your Bank (CSV) option only.

For GBP entities:
if an invoice is in £, to UK supplier, you'll be able to select the Pay from Spendesk option.
if an invoice is in foreign currency or to a supplier not based in the UK, you'll be able to select the Pay from your Bank (CSV) option only.
Manual Transfer (XML SEPA)
Navigate to the "Schedule" tab, choose invoice payments, and select XML SEPA option.
Download the file and upload the XML file to the company's bank account (we will not proceed to the transfer for you).
If your supplier doesn't have an IBAN/BIC filled, you cannot download an XML SEPA file.
Your supplier's bank details must also be part of the SEPA countries.
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
Manual transfer (.CSV option)
Navigate to the "Schedule" tab, choose invoice payments, and select CSV option. Download the file and execute all transfers manually from your bank (we will not proceed to the transfer for you).
If you download a .CSV file by mistake, but that the IBAN/BIC was filled for the supplier, you can re-download the XML file in "Invoices > History".

🚒 You can download an XML file if you've chosen the CSV option by mistake, if the supplier's IBAN and BIC (from the SEPA network) are filled in.

However, if you have already chosen the XML/CSV option to pay, confirmed and then change your mind, unfortunately it is no longer possible to choose payment "by Spendesk transfer". You will have to manually process the XML/CSV batch on your bank account.

Edge cases

Closed recipient's bank account

If a recipient's bank account is closed, funds may need to be transferred manually or could be rejected.

Multiple Payments for an Invoice

Under the "Invoices > Schedule" tab, select an invoice and use the "Edit payment schedule" action to set multiple payment dates and amounts.

Transfer Labels

Transfer labels include issuer details, amount, and a randomly generated code.

For EUR customers, additional options:

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)