Attaching invoices to your payments offers significant advantages for your business operations and financial management. Most importantly, it reduces compliance review time by providing CashFlow Central with the necessary documentation upfront, allowing payments to process more quickly without delays.
Invoice attachments also create a complete audit trail for accounting purposes, enable automatic data extraction to minimize manual entry errors, and ensure you have proper documentation readily available for tax preparation and financial reporting. This guide walks you through the process of attaching an invoice while creating a payment, helping you streamline your workflow and reduce processing delays.
Lost? Looking for information about how to create an invoice? Please see the following guide.
Creating your payment
1- At the top of the page, select Pay.
2- Select + New Payment.
3- In the Pay page, begin adding your payment information under Payment details.
Adding vendor information
4- Add the Vendor business name. Start typing the vendor's business name in the search field:
- For existing vendors: Select the vendor from the dropdown list that appears as you type.
- For new vendors: Type the full business name and select + Add new vendor to create a new vendor profile.
5- Enter the payment amount.
6- Select the payment frequency. You can choose between a one-time payment or a recurring payment.
Attaching an invoice
7- To include an invoice with your payment, select Add bill details.
8- In the bill details page, click Save or drop an invoice file on the left to upload an invoice from your device.
CashFlow Central accepts PDF, JPEG, JPG, and PNG files up to 10MB. Upload one invoice per file. The system will scan your invoice and autofill payment details, but always review for accuracy.
9- The invoice will be uploaded and then scanned for information to add to the payment.
10- Once attached to the payment, the invoice will appear on the left side of the Bill details page.
- You can replace the invoice with another by selecting Replace.
- You can delete the attached invoice by selecting Delete.
11- Review the automatically scanned details from the invoice that were added to the payment. Make any edits where needed.
12- Select Continue to pay once all details are correct. This will return you to the Pay page.
Selecting payment and delivery methods
13- Choose how you want to pay using the dropdown menu to select your preferred payment method.
14- Select how the vendor will receive payment. Available delivery options include ACH bank transfer, paper check, or sending a payment method request to your vendor:
- For existing vendors
a. Use the dropdown menu to choose from saved delivery methods.
b. To add a new method or edit an existing one, select Manage delivery methods.
c. Select +Add to add a new delivery method. Enter the additional delivery method in the vendor details.
d. To edit an existing delivery method, select Edit. You can now edit the details for that delivery method.
e. Select Save when done.
- For new vendors
a. Select the Add delivery method box.
b. Add delivery methods (ACH bank transfer or paper check options) by selecting +Add next to the desired method. Next, follow the prompts to fill in those delivery method details.
c. If you don't have vendor delivery details, select Send request to send a payment method request to your vendor.
d. Select Save when done.
If you send your vendor a request asking how they'd like to receive payment, you can still complete the payment immediately - no need to wait for their reply. However, scheduled payments will be automatically canceled if the vendor doesn't respond within 7 business days. You can cancel the delivery method request anytime by editing the vendor details and selecting Cancel request.
Scheduling and finalizing
15- Choose when funds will be delivered to your vendor. Select the calendar icon to pick a different delivery date if needed. Select Apply when done.
This is an example of a standard note available in all themes. You can apply this style to any content by When selecting a delivery date in the calendar pop-up, federal holiday dates will be blocked. When you try to select the date, it'll display a Federal Bank Holiday. The delivery speed depends on multiple things: selected payment method, amount, delivery method, day, and time when you make the payment, etc. Learn more about typical delivery timelines in this guide.
16- Add a memo to your payment (optional). This memo will appear on printed checks and in the email notification your vendor receives. This will help the vendor understand the purpose of the payment. When delivered via ACH bank transfer, it will show if your vendor's bank enables memos.
17- Lastly, if there isn't already a vendor email added, add the vendor email so that your vendor can receive a summary of the payment details.
18- Review all payment details carefully to ensure accuracy.
19- Select Confirm and pay to schedule your payment.
20- Your payment is now successfully scheduled! From the success screen, you can do the following:
- You can download or print your payment summary.
- (Optional) To email your vendor a detailed summary of the payment, select Notify vendor. If you have already entered the email for this vendor, a notification will be sent automatically.
- Select Go to dashboard to return to your main account view.
That's it! You've successfully created and scheduled a vendor payment. You can find your new payment in the Payments tab. Your payment details are saved, and funds will be delivered according to your selected timeline and method.