Processing Payments

Processing Payments

Learn advanced payment processing techniques to save time and streamline your contractor payments.

Payment Methods Comparison

Method	Speed	Cost	Best For
Bank Transfer	1-3 days	$0-$5	Regular payments, large amounts
Wise	Same day	0.5-2%	International payments
PayPal	Instant	2.9% + $0.30	Quick payments, small amounts
Crypto (USDC)	Minutes	Gas fees only	Tech contractors, instant settlement

Batch Payments

Pay multiple contractors at once to save time.

Creating a Batch Payment

1. Go to Payments → Batch Payment
2. Click Add Contractors
3. Select contractors to pay (or select all)
4. Enter amounts for each:
   • Type manually
   • Or import from CSV
   • Or use saved amounts
5. Add batch description: “January 2024 Payments”
6. Review total amount and fees
7. Click Process Batch

Batch Payment CSV Import

1. Download CSV template
2. Fill in: contractor_email, amount, description
3. Upload CSV file
4. Review and confirm
5. Process batch

Example CSV:

contractor_email,amount,description
john@example.com,5000,January 2024 - Development
jane@example.com,3000,January 2024 - Design
bob@example.com,2000,January 2024 - Marketing

Recurring Payments

Automate regular contractor payments.

Setting Up Recurring Payments

1. Open contractor profile
2. Click Recurring Payments tab
3. Click New Recurring Payment
4. Configure:
   • Amount: Fixed amount per payment
   • Frequency:
     • Weekly (every Monday, Friday, etc.)
     • Bi-weekly (every other Monday)
     • Monthly (1st, 15th, last day, etc.)
     • Custom (every X days)
   • Start Date: First payment date
   • End Date: When to stop (optional)
   • Description Template: “Monthly retainer - {month} {year}”
5. Click Save

Managing Recurring Payments

• Pause: Temporarily stop payments
• Resume: Restart paused payments
• Edit: Change amount or frequency
• Cancel: Stop permanently
• Skip Next: Skip one payment

Recurring Payment Notifications

You’ll receive:

• Email 24 hours before each payment
• Confirmation after each payment
• Alert if payment fails
• Monthly summary of all recurring payments

Payment Scheduling

Schedule payments for future dates.

Scheduling a Single Payment

1. Create payment as normal
2. Instead of “Pay Now”, select Schedule Payment
3. Choose date and time
4. Click Schedule
5. Payment processes automatically on scheduled date

Scheduling Batch Payments

1. Create batch payment
2. Select Schedule Batch
3. Choose date
4. Batch processes automatically

Managing Scheduled Payments

View all scheduled payments:

1. Go to Payments → Scheduled
2. See upcoming payments
3. Actions:
   • Edit: Change amount or date
   • Cancel: Cancel scheduled payment
   • Process Now: Process immediately

Payment Automation Rules

Create rules to automate payments.

Example Rules

Rule 1: Auto-pay approved invoices

• Trigger: Invoice approved
• Condition: Amount < $5,000
• Action: Create and process payment automatically

Rule 2: Auto-approve small payments

• Trigger: Payment created
• Condition: Amount < $500
• Action: Auto-approve and process

Rule 3: Notify for large payments

• Trigger: Payment created
• Condition: Amount > $10,000
• Action: Send notification to CFO

Setting Up Rules

1. Go to Organizations → Automation
2. Click New Rule
3. Configure trigger, conditions, and actions
4. Test rule with sample data
5. Enable rule

Payment Tracking

Real-Time Status Updates

Track payments in real-time:

• Pending: Awaiting processing
• Processing: Being processed by provider
• In Transit: On the way to contractor
• Completed: Received by contractor
• Failed: Payment failed (with reason)

Payment Notifications

Configure notifications:

1. Go to Settings → Notifications
2. Enable/disable:
   • Payment created
   • Payment processing
   • Payment completed
   • Payment failed
   • Recurring payment processed

Payment Reports

Generate payment reports for accounting.

Monthly Payment Report

1. Go to Payments → Reports
2. Select Monthly Report
3. Choose month
4. Export as CSV or PDF
5. Includes:
   • All payments for the month
   • Total amount paid
   • Fees paid
   • Breakdown by contractor
   • Breakdown by currency

Custom Reports

Create custom reports:

1. Select date range
2. Filter by:
   • Contractor
   • Status
   • Payment method
   • Amount range
3. Group by:
   • Contractor
   • Date
   • Currency
   • Payment method
4. Export

Best Practices

• ✅ Use batch payments for monthly contractor payments
• ✅ Set up recurring payments for regular contractors
• ✅ Schedule payments in advance to ensure timely delivery
• ✅ Review scheduled payments weekly
• ✅ Export payment reports monthly for accounting
• ✅ Keep sufficient balance for scheduled payments
• ✅ Use automation rules to reduce manual work

Next Steps

• Set up invoice workflows
• Manage your team
• Explore payment methods