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How do I submit a batch payment?

Batch Payments lets you hold approved invoices back from payment, group them into a payment run and have someone approve the release of funds when you're ready. 

New to this? Start with What is batch payments?

This feature is currently in Beta. To request access, please reach out to success@letsweel.com.

 

Before you start

  • In order to submit a batch payment, you'll need the Edit all invoice payments permission, or you'll only be able to batch invoices you own
  • Each invoice must already be approved through your normal approval workflow, and sitting in the Ready to pay tab on the Accounts Payable dashboard
  • Before you submit your first batch, ensure your Batch invoice payment rule is configured correctly in Approval Rules. The approver for a Batch payment on default is the account Owner. 
  • Invoices must be domestic. International invoices can't be batched
  • You can include up to 100 invoices in one batch
  • Make sure your Weel account balance covers the batch total. An underfunded batch will fail

 

How to submit a batch payment

Step 1: Leave the invoice unscheduled

Only invoices with no payment date can be batched.

  1. Open the invoice and go to the When section
  2. Choose No scheduled payment date
  3. Save the invoice and let it go through approval as normal

Step 2: Find your invoices in Ready to pay

Once approved, unscheduled invoices collect in a new tab.

  1. Go to Accounts Payable
  2. Open the Ready to pay tab. The tab shows a count of how many invoices are waiting.

Step 3: Select the invoices to include

  1. Tick the checkbox next to each invoice you want to pay in the payment run
  2. A selection bar appears at the bottom of the screen showing how many invoices you've selected and the running total
  3. Click Send batch for approval

Tip: Selecting one invoice adds a Pay now button, which pays the approved invoice immediately without batching. This is what leaving an invoice unscheduled is for: you don't need to know the payment date when you code the invoice, and you release the payment when you're ready.

Step 4: Fill in the batch details

The batch drawer opens with your selected invoices.

  1. Check Pay from. Batches are always paid from your Weel account balance, and the available balance is shown next to it
  2. (Optional) Enter a Batch reference number. Leave it blank and Weel generates one for you
  3. In the When section, choose how the batch should be paid:
    • Pay now - pays the batch as soon as it's approved
    • Schedule - pays the batch on a future date you pick
  4. (Optional) Add a **Comment** for the approver
  5. Review the Invoice summary table. It lists each invoice's supplier, owner, invoice number, due date, account details and amount, with the batch total at the bottom. Remove anything you don't want to include using the X next to the row.

A banner at the top of the drawer tells you who'll be asked to approve, and how much will be debited from your balance. If the batch total is more than your balance, you'll see an amber warning - you can still send the batch, but top up before the payment date or the payments will fail.

Step 5: Send the batch for approval

  1. Click Send batch for approval
  2. You'll see the confirmation and you'll be taken to the Batch Payments page

Your approver is emailed a request to review the batch. Until they action it, the batch sits on the Pending batch approval tab with a Batch approval required status.
 

What happens next

Once approved, Weel pays each invoice individually to its own supplier, drawing from your account balance. Scheduled batches are picked up on their payment date.

You can follow progress on the Batch Payments page. Batched invoices also stay visible on your usual Accounts Payable tabs, with a Batch # link across to the run they belong to.

 

Changing a batch after you've sent it

To remove one invoice:

  1. Open the batch from the Batch Payments page
  2. Click the X next to the invoice
  3. Confirm with Remove invoice

The invoice returns to Ready to pay, where you can add it to another batch or pay it on its own. The rest of the batch is unaffected. If you remove the last invoice, the batch is emptied and archived automatically.

To cancel the whole batch:

  1. On the Batch Payments page, click the X at the end of the batch row.
  2. Confirm with Unbatch

All invoices return to Ready to pay and the batch is archived. Batches are never deleted - archived and declined runs stay on the Archive tab for your records.

You can remove invoices or unbatch while a batch is Batch approval required or Scheduled for payment. Once payments are processing, only failed invoices can be removed.