This feature is currently in Beta. To request access, please reach out to success@letsweel.com.
What is it?
Batch Payments gives you control over when money leaves your Weel account. Instead of each approved invoice paying itself automatically on its own date, you can leave invoices unscheduled, group them into a payment run, and have someone sign off the total before any funds are released.
Please note: Batch approval is an additional step, not a replacement. Every invoice still goes through your normal approval workflow first. The batch approval is a separate, final check on the money going out.
Each invoice in a batch is still paid individually to its own supplier, with its own payment status, so nothing changes for your suppliers, your reconciliation, or your accounting integration.
Key benefits
- Control over when invoices are released: Invoices can be coded as No scheduled payment date and once approved, will wait in Ready to pay waiting to be scheduled
- Pay on your own schedule: Group invoices into a payment run that suits your cash flow, instead of funds leaving on individual dates
- Separate approval workflow: Configure batch payment approval rules to your internal policy, whether it's single or multi approver
- Review funds going out in bulk: The approver sees the full amount against your account balance before any money moves, so you can catch a run that would overdraw you
- A clear record of every run: Batches are avaliable to be viewed on the Batch Payments page, including declined and archived batches, for your audit trail
How does Batch Payments work?
- Configure your batch payment approval rules.
Navigate to the Approval Rules dashboard and under Batch invoice payments rule, review your approver/s. A batch invoice payment approval rule is created for your business on default, with the account Owner set as the approver. You'll only need to review this the first time you use Batch payments, or any time you want to change your approvers. - Code the invoice with no payment date.
Back in the Accounts Payable dashboard, upload your invoice. Code it, and in the When section of the invoice, choose No scheduled payment date instead of Set automatic payment date - The invoice is approved as normal.
Batching doesn't replace your existing approval workflow - every invoice still needs its own approval first. - The invoice lands in Ready to pay.
This is a new tab on the Accounts Payable dashboard for approved invoices with no payment date. - Build the batch.
Select the invoices you want to pay, then click Send batch for approval. You can choose to pay as soon as it's approved, or schedule it for a future date. - An approver releases the funds.
The approver will review the batch details, reviewing the full run against your account balance and either approve or decline it. Nothing is paid until they do. On approval, Weel pays each invoice individually from your account balance.
What you need to know
- You can include up to 100 invoices in a batch.
- Batches are paid from your Weel account balance
- Batches are for domestic invoices. International invoices can't be batched yet, nor can they be set to No scheduled payment date
- Batch Payments is available in the Weel Desktop app only. You can't create or approve a batch in the Weel mobile app.
Common questions
Does this mean invoices get approved twice?
Yes. The invoice approval confirms the expense is valid, and happens before the invoice can be batched. The batch approval confirms you're ready for the money to leave your account. It's an extra step by design - it's what gives you the control over when funds are released.
Does my supplier receive one payment for the whole batch?
No. Each invoice is paid separately to its own supplier for its own amount. Batching groups the release of funds, not the payments themselves.
Does a batch appear in Xero, MYOB or Business Central?
No. There's no batch record in your accounting software. Each invoice syncs individually and reconciles as one bank line per invoice, exactly as it does today.
Do I have to use batches?
No. If you set an automatic payment date on an invoice, it's paid on that date as it always has been. Batching is only for invoices you leave unscheduled.
Can I add an invoice to a batch I've already sent?
No. You can remove invoices from a batch, but you can't add to it. To include more invoices, unbatch the run and create a new one.