Pay a vendor invoice

Goal

Turn a vendor’s invoice into a bill and submit it for approval, with the invoice attached.

How it works

You upload the invoice and Mezzanine reads the details into the Bill Pay form. You check them, choose the accounts, and save the bill as a draft. Then you publish it, which sends it for approval. No money moves until it’s approved and signed.

Before you start

• You have View outgoing transfers and Propose bill payments. (Who can use it)
• You have the invoice as a PDF, PNG or JPG, no larger than 10MB. You can also enter it by hand.
• You know which of your accounts will pay it, and which approval policy it falls under.
• The vendor is in your contacts with the account you’ll pay. If not, you can add them along the way. See Add a vendor or contact.

Part A: Enter the bill

1. In the sidebar, click Send Money → Bill Pay.
   You see the Upload an Invoice panel above a form headed Payment Details.
2. Click Upload Invoice.
   A window opens titled Upload Invoice.
3. Drag the invoice onto the box, or click Drop file here or click to browse and choose it.
   The file name and size appear.
4. Click Process Invoice.
   The button reads Uploading…, then Scanning for safety…, then Analyzing invoice…. The window closes and the form fills in.
5. If a window titled New Contact Information Detected opens, the invoice holds vendor details you don’t have yet. Untick anything you don’t want to keep, click Continue through each step, then Save Changes. Or click Skip to leave your contacts as they are.
   The window closes and the form fills in.
6. Under Payment Method, choose how you’ll pay, e.g. Wire or Ethereum.
   The Asset list becomes available and picks its first option.
7. Check Amount against the invoice, and choose the Asset you’re paying in.
8. Choose a Category.
9. Choose a Policy. This decides who has to approve the bill.
10. Check Description, Invoice Number, Invoice Issuance Date and Due Date. Correct anything the upload got wrong.
    Under Documents, the invoice is already attached.
11. Under Pay from, choose the account the money leaves.
    If it holds less than the amount, you see Insufficient balance: ….
12. Under Pay to, choose the vendor’s account. If it isn’t listed, choose Add account at the bottom of the list.
13. Click Add Pending Payment.
    You see Payment request created successfully. A moment later you’re taken to the payments list, on the DRAFTS tab, with your bill in it.

No invoice file? Skip steps 2–5 and fill in the form by hand. Attach anything else under Documents with Add Document.

Paying on a schedule? Click Recurring Payment at the top of the form. See Set up a recurring payment.

Part B: Submit it for approval

1. On the DRAFTS tab, find your bill and click Publish on its row.
   A window opens titled Publish payment?, reading Publishing submits this draft for approval.
2. Click Publish.
   You see Payment has been published successfully. The bill moves to NEEDS APPROVAL.

From here, approvers take over. See Approve, sign and send a payment.

If something goes wrong

You see	Why	What to do
Only PDF, PNG, and JPG files are accepted	The invoice is in another format	Save or scan it as a PDF, PNG or JPG
File size exceeds 10MB limit	The file is too large	Compress it, or fill in the form by hand and attach the file under Documents
This file failed our safety scan and has been removed.	The file was flagged as unsafe	Don’t open it. Ask the vendor for a clean copy
Failed to upload invoice… or Failed to process invoice…	The upload or reading failed	Try again, or fill in the form by hand
The form didn’t fill in after New Contact Information Detected	The window was closed with ×	Upload the invoice again, and use Skip or Save Changes instead
Payment method is required, Category is required, Policy is required or Description is required	A required field is empty	Fill it in and click Add Pending Payment again
Amount must be greater than 0 or Invalid amount format	The amount is zero or not a number	Enter the amount as digits, e.g. 1250.00
No categories available or No policies available	Your organization hasn’t set any up	Ask an admin to add them in the payment settings
Publish is greyed out: Cannot publish: missing …	The draft has no Pay from or Pay to account, amount or description	Open the draft, fill in what’s listed, then publish
You can’t create this payment	You don’t have Propose bill payments	Request it from the message