All payments

Payments → All payments lists your company’s bills, vendor payments, reimbursements and payroll runs, from the moment a bill arrives until it’s paid. Company Admins, Bookkeepers and Accounts Payable users can use it after your company finishes onboarding. Select Send money to pay a vendor (see Send money). With the bill inbox, Upload bill adds bills from files (see Upload bills). If the page is titled Bills & Reimbursements, its tabs are Need approval and Approved, plus Inbox when the bill inbox and the Bill Pay setting are on, and it has no Upload bill.

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Tabs

Inbox and Upload bill show when the Bill Pay setting is on. On Settings → Accounting, under Bookkeeping automations, Company Admins and Bookkeepers can turn it on or off (see Accounting settings).

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Find a payment

Each row shows: Use the search box to find a payment by recipient, invoice number or, for a reimbursement, the employee’s name. Select Filter to narrow payments by recipient, type, method, category, approver, due date or amount, and on some tabs by stage or urgency. On Inbox, you can also filter by vendor match or possible duplicate, but not by approver. Select Display to choose the columns. Each page lists 25 payments.

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Act on payments

Hover over a row to see Open. On a payment or bill you can approve, Approve shows before it (see Approvals).

• Company Admins can approve or decline any payment waiting on approval, except a reimbursement paid to them. Bookkeepers and Accounts Payable users can act only on payments in their own to-dos.
• Only Company Admins can approve a bill in the inbox from the list, or decline one.
• Approve on a payment asks “Approve this payment?” and says “This will approve and schedule the payment.” On a bill in the inbox, it asks “Approve this bill?” and says “This bill will be paid immediately.”
• To decline a payment, open it (see Open a payment), or select its row, then Actions → Decline.

To act on several at once:

1. Select their rows on All, Needs approval or Inbox.
2. Select the approve button, such as Approve 3 · $1,250.00, which shows how many selected payments can be approved and their total. Or open Actions to approve, decline or change the category of payments.

Declining payments asks for a reason. In Actions, Company Admins can also select Delete, which removes bills from the inbox the way declining does. You can approve, decline or delete up to 100 at a time.

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Open a payment

Select a row to open its details. When the page has an Inbox tab, payments, reimbursements, payroll runs and declined bills open in a drawer. So do bills on the Inbox tab of the All payments page. A bill from the inbox on All, or on the Inbox tab of the Bills & Reimbursements page, opens in its drawer or in Send money with the bill filled in. In the drawer:

• The invoice shows beside the details. A payroll run shows its payment record instead.
• Previous and Next move through the rows on the page, or through all of the bills on Inbox. Done closes the drawer.
• Approve reads Approve & next when another payment is waiting on you. Confirming it opens that payment.
• Decline on a payment opens Reason for rejection: enter a reason, then select Reject. On a bill in the inbox, Decline shows for Company Admins. It asks “Decline this bill?” and removes the bill from the inbox.
• When Every doesn’t have complete bank details for the vendor, the drawer says Missing vendor details, hides Approve and offers Add vendor details.

When the page has no Inbox tab, a payment opens in the payment’s sheet instead, with Approve (Approve & next when another payment is waiting on you) and Reject. Approvals shows each approver’s status, and Reject asks for the reason the same way.

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Payroll runs and declined bills

• Each payroll run is one row, named like Payroll Mar 1 - Mar 15 for a regular run, on All, Scheduled, Paid and Failed. Amount shows for Company Admins and HR Admins and is blank for everyone else. In the drawer, a payroll run says “Payroll runs are approved in Payroll, so there is no decision to make here.” and has Open payroll.
• A bill you declined stays on All and Failed, with Declined in Stage and Called off in Status, unless it was flagged as a possible duplicate.

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Track a payment

Stage reads: A bill in the inbox can also read a more specific stage, such as Potential duplicate, Data mismatch or Missing information. Upload bills says what to do about each. Status reads:

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If the recipient hasn’t received a payment

Find the payment on All and check its Stage and Status (see Track a payment). If the recipient still hasn’t received it, email support@every.io. Give the recipient’s name, amount, payment method, date and the status you see. In your email, ask Every to check the existing payment before you send another one. Company Admins and Bookkeepers can also open the matching transaction on Banking → Transactions. An ACH payment can show a Trace number; a wire can show IMAD and OMAD. Include any identifiers shown when you email support@every.io to ask Every to investigate (see Transactions).

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If a payment failed or was returned

Open the failed payment: its drawer shows a Failure reason under Type. When the page has no Inbox tab, the payment opens in its sheet instead, with a Failure reason row in the Bill details card. Company Admins and Bookkeepers can also look for a failure reason in the matching transaction’s details on Banking → Transactions. Do what the reason says before you try again:

• If there aren’t enough funds in the account being charged, a Company Admin can add funds to it (see Move money).
• If the payment was already submitted for processing, look for it on All before trying again. Email support@every.io if you need help.

Email support@every.io if no reason shows, if the reason doesn’t say what to do or if you need help retrying. Include the payment details and its Failure reason, if one shows.