Once you've added a bill, receipt, or credit note to to your account via any submission method, Corpay One's advanced scanning engine will first analyze the document's data, recording its important information. You can view all documents that are being analyzed in the Bill Pay page.
Processing times may vary, but typically you'll wait a maximum of five to ten minutes before all data on an individual document has been scanned.
If you feel that the processing time is taking a bit longer than expected, don't worry, the document will ultimately be added. In some cases, processing times can increase due to image quality or the payment source used by the vendor.
If there is an error during the analysis of your bill, receipt, or credit note, the Corpay One team will jump in to fix the error and possibly contact you if necessary, so you don't need to worry about it.
Read more about the type of information a document should contain for it to be processsed here.
Once a document has been processed, it will appear in Bill Pay with all the information that has been scanned. Here you'll be able to view all successfully analyzed documents, as well as any documents that have failed to process for any reason.
Once a document has been analyzed, you can appoint one or more co-workers to approve before it is paid and/or synced to your company's accounting system. After bills have been approved, Corpay One will automatically pay them on their due dates.
There are a few ways to set up approvals:
Create a workflow so a specific coworker is appointed based on criteria from the submitted bill.
A coworker with sufficient permissions can manually appoint someone.
Set default approver in your web app via Settings > Advanced > Workflow.
You can read more about your coworkers' roles and permissions here.
Automatic actions and categorizing
In addition to approvals, Corpay One lets you perform a long range of other automatic actions based on the contents of your documents, such as categorizing expenses or adding notes. Learn more about setting up customized workflows here.
Please note that if you have not set up any workflows to automatically categorize your documents, then by default, Corpay One will automatically post new documents in the same categorythat was last selected for documents from that vendor.
Syncing to your accounting system
If you have an integration set up for your company, Corpay One will automatically sync the data for your bills, credit notes, receipts and payments to your accounting system. The synchronization process takes place in real-time - for example, when a bill is added, when a payment is made, or when a change is made to a document in Corpay One.