This article guides you through the updated Procurify Bill Pay workflow, detailing how to set up vendor payment methods using the new smart autocomplete features and how to utilize the streamlined "Prepare Payment" interface. These updates are designed to reduce manual data entry, eliminate payment scheduling errors, and significantly speed up your AP process.
Access to the Procurify Bill Pay module (Available in US and Canada) is required.
Overview of Changes
We have updated the Bill Pay experience to prioritize speed and accuracy. The previous workflow required up to 15 clicks per payment and manual maintenance of payment dates. The new interface reduces this to as few as 3 clicks, introducing smart defaults and "Pay on Approval" logic.
Key enhancements include:
Smart Autocomplete: Routing numbers and addresses now auto-populate to prevent errors.
Unified Setup: Verify details, assign nicknames, and set defaults in one flow.
Smart Defaults: The system automatically selects the correct Funding Source and Payment Method based on the vendor profile.
Setting Up Vendor Payment Methods
The interface for adding vendor banking details has been redesigned to reduce cognitive load and typing errors.
Steps to Add a Payment Method:
Navigate to the Vendor or Manage Payees module and select the specific Vendor.
Click Add payment method.
Select either the US domestic option or the External payments option, then Continue.
If you selected the US domestic option, next select the desired transfer method (ACH, Fedwire, Paper check, etc.)
If you have selected for example, ACH, the next step is to enter Banking Details:
Start typing the ACH Routing Number or the bank’s name. The system will utilize Smart Autocomplete to suggest the correct bank and corresponding routing number.
Enter in the account number, account owner name.
For the vendor address, start typing in the street number and name and the system will use Smart Autocomplete to help you populate the other address fields automatically.
Assign Preferences:
Give the method a Nickname (optional) for easy identification.
Click Save.
Note: If you import vendors via CSV/API, the import process remains unchanged. Your existing integrations will continue to function as they did before.
How to Set Payment Method as Default:
Navigate to the Vendor or Manage Payees module and select the specific Vendor.
Click the 3 dots to the right of the newly added Payment Method.
Click Set as default.
Note: We highly recommend checking this box. If set, this method will be auto-selected during payment preparation.
Preparing Payments
The "Prepare Payment" page now utilizes Smart Defaults to populate required fields, removing the need to manually select the payment source or source account every time. This new flow reduces the clicks required from ~15 down to 3, allowing for faster processing and reduced administrative fatigue.
How to Prepare a Payment:
Navigate to the Accounts Payable module.
Select the bill(s) you wish to pay and click Prepare Payment.
Review the Pre-filled Fields:
Payment Method: The system will auto-select the vendor's default method. If the vendor only has one method, it is selected automatically even without the "Default" designation.
Payment Source and Account: Your funding source and account are pre-selected based on the chosen payment method.
Select Payment Timing:
Pay on Approval: Select this to trigger the payment immediately once the final approval is granted.
Scheduled Date: Select a specific future date if strict payment timing is required.
Select the appropriate approver group and approver.
Click Submit for approval.
Note: If you use Pay on Approval and the approval happens after business hours, the system automatically processes the payment on the next earliest possible business day.
Troubleshooting & FAQ
Q: Do I have to set a default payment method for every vendor?
It is not mandatory, but highly recommended. Setting a default streamlines the "Prepare Payment" step. However, if a vendor only has one payment method on file, Procurify will auto-select it for you, even if it isn't marked as "Default."
Q: Can I still schedule a payment for a specific date?
Yes. While "Pay on Approval" is the default for speed, you retain full control to select a calendar date if you need to hold onto cash longer.
Q: What happens if I use "Pay on Approval" but the approver is slow?
The payment will sit in the queue until approved. Once approved, it triggers immediately. You no longer need to go back and update the "Payment Date" field to resolve overdue errors.
Q: Does this affect same-day payments?
Yes, positively. The new efficiency and logic allow for same-day processing capabilities (velocity dependent on the payment rail), whereas the old method often pushed payments to next-day only.
Q: Which linked bank account will payments default to?
A: The most recent one bank account linked.