How to Bulk Prepare and Approve Payments in Procurify
Summary (TL;DR): Accelerate your Accounts Payable workflow by batching up to 100 Bills into vendor-specific payment drafts and authorizing them in bulk.
Prerequisites
Accounts Payable permissions are required to prepare payments.
Approver role is required to authorize payments.
How do I bulk prepare payments?
AP teams can select Bills across multiple vendors and currencies to process simultaneously. The system automatically groups these into vendor-specific payments.
Navigate to Accounts Payable > Pay Bills.
Select the checkboxes next to the Bills you wish to pay (up to 100 Bills total).
Click Prepare Payments to open the Review and Submit Payments Drafts page.
Review the auto-generated drafts. The system automatically groups your selected Bills by vendor and applies your default processing dates, payment sources, payment method, and assigned approvers.
Verify details by clicking the Batch link on any grouped payment to view the bundled Bills, then click a specific Bill to view the associated vendor Invoice in a side-sheet.
Use the Bulk Controls at the top of the page to apply uniform changes (e.g., updating the processing date) or edit drafts inline.
Field Name | Bulk Control | Inline Edit |
Processing Date | ✅ | ✅ |
Payment Source | ✅ | ✅ |
Payment Method | ❌ | ✅ |
Approver | ❌ | ✅ |
7. Click Submit All in the bottom summary bar to route the entire batch
for approval.
Note: If your batch includes foreign currencies, the draft page displays a base currency estimate based on the current exchange rate.
How do I bulk approve payments?
Controllers can review their queue and authorize, deny, or return up to 100 payments to draft status in a single action.
Navigate to Approve > Payments.
Review the pending queue using the Submitted By column to verify the submitter and timestamp.
Select the checkboxes beside each Payment you wish to action.
Select the Next Approver inline if the workflow requires additional authorization (the system auto-selects if only one option exists).
Click the desired bulk action button: Approve, Deny, or Move to Draft.
Confirm the selection to process the batch.
Warning: Once a Payment is fully approved, you can no longer edit its financial details.
How do I review payment details efficiently?
Upfront Invoice Numbers: Invoice numbers are displayed directly on the main approval or preparation screens.
Side-sheet Viewing: Click the Batch link to view bundled Bills in a side-sheet, or click a Bill link to view the Invoice directly within the interface.
New Tab Navigation: Clicking a Bill link opens the record in a new browser tab, allowing you to toggle easily between the document and your payment screen.
Common Questions and Troubleshooting
Common Questions and Troubleshooting
Managing your payments in batches is designed to save you time. Here is everything you need to know about using our Bulk Approve and Bulk Prepare features.
Bulk Approvals
What actions can I perform in bulk? You have three options when managing multiple payments:
Bulk Approve: Authorized payments move forward instantly.
Bulk Deny: Rejects the payments (a comment is required for this action).
Bulk Fix: Moves payments back to "Draft" status for further edits.
Q: Is there a limit to how many payments I can process at once?
A: Yes. To ensure system stability, you can select and process up to 100 payments at a time for any bulk action (Approve, Deny, or Fix).
Q: What happens if one payment in my list has an error?
A: Don't worry; one error won't stop the whole batch. The system processes all valid payments and then provides a summary report. This report shows exactly which payments succeeded and which failed, along with the specific reason (such as if you weren’t the assigned approver for that specific bill).
Q: Will I get a notification for every single payment I approve?
A: Currently, the system sends an individual notification for every updated payment. We know this can fill up an inbox, so we are actively working on "grouped notifications" to streamline this in the future.
Q: What happened to the "Created By" and "Created Date" columns?
A: We’ve simplified your view! These have been merged into a single "Submitted By" column. It shows you exactly who sent the payment for approval and when, providing the most relevant context for your decision.
Bulk Bill Preparation
Q: How many bills can I prepare for payment at once?
A: You can batch up to 100 bills in a single go, matching our bulk approval limit.
Q: What happens if I select bills from several different vendors?
A: Procurify handles the organization for you. On the "Review and Submit" page, the system automatically groups those bills into one payment draft per vendor.
Q: What if I select multiple bills for the same vendor?
A: These will be bundled into a single payment for that vendor. If you want to double-check which bills are included, just click the Batch link on the draft to see the itemized list.
Q: Can I remove a specific bill from a batch once I’ve started?
A: No, bills cannot be removed once the batch process has begun. If you need to exclude a specific bill, ensure it is unchecked on the "Pay Bills" page before you start the bulk action.
Q: What if a vendor is missing a payment method?
A: You can fix this without losing your progress. Simply click the payment method dropdown on the draft and select "+ Add New" to input the details right then and there.