As part of the expense details confirmation process, authorized users at your company can schedule bill payments for their due dates, or set both bill payments and reimbursable expenses for a specific date, or process them immediately upon authorization.
A Payhawk administrator at your company can configure the default payment execution for bill payments to occur either immediately or on the due date of the expense. The default payment setting will be visible in the Payment execution field.
By default, reimbursable payments are executed immediately after authorization. To define another default payment execution, see the article about configuring reimbursements.
Time execution of scheduled payments
Scheduled payments will be executed at 11:00 AM CET on the set day.
Scheduling a bill payment or a reimbursable
You can schedule a bill payment or a reimbursable expense, such as mileage or per diem, to be paid via bank transfer in the following way:
In the Payhawk web portal, go to the Expenses > Confirm details tab.
Select the desired expense by clicking on it.
From the Payment execution method drop-down menu, schedule the payment by using any of the following options:
Pay now - Selecting this option will trigger the payment for the expense immediately after it is authorized by users defined by your company’s workflows.
(Bill payments only) Due date - Selecting this option will trigger the payment run for the expense on its due date, which is detected and automatically filled in by the Payhawk OCR.
Note that due dates can only be set in the future. If you try to schedule an expense for a past due date, the system will display an error, and the execution date will be set to today's date.
Specific date - Selecting this option allows you to choose a date from the calendar on which the payment run for the expense will be triggered.
Note that past dates will be disabled, and you will only be able to set a specific date in the future.
When ready with the details confirmation of the expense, click on Confirm details.
As a result, the expense will move under the Pay > Authorize tab for the authorized people at your company to proceed with the payment or confirm it for scheduling.
Scheduling bill payments and reimbursables in bulk
You can schedule two or more bill payments or reimbursable expenses, such as mileage or per diem, to be paid via bank transfer in the following way:
In the Payhawk web portal, go to the Expenses > Pay > Confirm details tab.
Choose the desired expenses by selecting their checkboxes.
From the Payment execution drop-down, select the payment execution method (Due date for bills and Pay now or Specific date for bill, mileage, per diem, and other reimbursables).
(For bills only) From the Reference drop-down, select the desired reference for the selected bill payments that are part of the bulk payment run (Document number, Document date, or both combined).
In the dialog that opens on the right, click on Confirm.
As a result, all scheduled payments will move under the Pay > Authorize tab for the respective people at your company to process.
For more information about rescheduling or paying scheduled bill payments and reimbursable expenses immediately, see the article on managing scheduled payments.