What is a document status?

A bill, receipt, or credit note's status indicates if a payment is processing, if the document is awaiting approval from a coworker, if a payment has been completed, & more. The status is shown in the expense list on each document.

Below we give you an overview of all the different status labels documents can have, and what they mean.

This status means that the document is still being processed by Corpay One, so the document's information is actively being analyzed. This typically takes a few minutes to complete. If it seems to be taking longer, don't worry - Corpay One might be taking additional measures to ensure accuracy. If there's an issue with your document, we will make sure to contact you right away.

This status means that the document already exists in this account, and has already been processed in Corpay One. Therefore it will not be processed again. Documents with this status can be Archived.

This status means that the document has been processed and analyzed, and is awaiting approval from one or more coworkers before it can be paid and synced to your ERP system.

This status means that a bill or credit note has been fully approved and is now waiting to be paid or merged, respectively. Bills added while the Pay Component is disabled in your company's account settings, or a bill with auto-pay disabled will also have this status. If you’ve paid the bill outside of Corpay One, you can use the Mark as Paid button to complete the bill.

When Auto-Pay is enabled, this status means that a bill has been fully approved and is now scheduled to be paid. The bill will automatically begin processing on the indicated date in the bill details, to ensure your vendor receives funds by the Deliver by Date. If you’ve paid the bill outside of Corpay One, you can still use the Mark as Paid button to complete the bill before it begins processing.

This status means that the payment of the bill has begun processing in Corpay One. ACH, International Wire & FX payments will display this status during their processing windows.

This status appears on bills when the payment was paused because Corpay One was unable to process or complete the payment. Often this is because of an issue with the chosen payment source or payment method. If you are unsure why a bill has this status, contact Corpay One support at support@corpayone.com or via the chat button in the lower right corner of the page.

This status appears once we’ve mailed check payments to your vendor. check payments will remain in this status until your vendor has cashed the check, at which point the status will update to Paid. It can take 5-7 business days for the check to arrive to your vendor.

This status appears once we’ve sent the virtual card to your vendor. Virtual card payments will remain in this status until your vendor has processed the card, at which point the status will update to Paid.

This status means the bill has been paid via Corpay One, or that it is a receipt, which always shows Paid **status. For ACH, International Wire, and FX, it means the amount has been deducted from your bank account and sent to your vendor. For Check and Virtual Card it means the vendor has cashed the check or processed the card. Documents with this status can be Archived.

This status appears when you manually mark as bill as paid, or have a workflow set up to mark as paid. Documents with this status can be Archived.

This status means that the bill has been cancelled, either manually or by our Support team at your request. Documents with this status can be Archived.

This status appears when you cancel a bill thats processing. You’ll see this status while we process the refund back to your designated payment source

This status appears when we’ve completed refunding a payment to your designated payment source. Documents with this status can be Archived.