Payment Runs for Payment Assistant
A payment run is a group of invoices selected for review, approval, and payment. When you create a payment run, you authorize Payment Assistant to withdraw funds from your bank account and pay the vendors.
Payment runs follow the same process whether your organization pays vendors through REPAY or BILL.
When a new payment run is ready, approvers in the first approval tier receive an email, an in-product notification, or both, based on their notification settings. Approvers in later tiers are notified after the earlier tier approves.
Approvers can review the payment run summary and payment list, then approve it in either location:
On the Payment runs page, select the menu for the row, then select Approve.
On the Payment run record page, select Approve.
After approval, Payment Assistant marks invoices and bank drafts as paid and hands the payments to your payment provider, which withdraws the funds.
Key Actions
From the Payment runs tab, you can:
Create new payment runs
View payment run details – Select a payment run ID to see its history, including who created and approved it, when final approval was received, and individual payment details.
Verify totals – Review the total amount of payments in each run.
See invoice and vendors paid – View all invoices and vendors included in a payment run.
Filter records – Use filters to narrow results, such as showing only rejected payment runs that need edits before re-submission, payment runs that include a specific vendor, or runs by payment provider if your organization has used both REPAY and BILL.
Payment Run Statuses
From Payment runs, view the status of each payment run. You can also check status on bank drafts or from the Payments tab of the payment run record.
Created — Payment run is created, but not yet submitted for approval.
Pending approval — Payment run is awaiting approval. Payment Assistant can’t process payments yet.
Rejected — An approver rejected the payment run. Edit the run and submit it for approval again.
Approved — Payment run is approved, and Payment Assistant is creating the bank drafts and sending the payments. This status is brief.
Approved - Awaiting funds — Payment run is approved, but Payment Assistant hasn’t received funds from your bank account.
Funded — Funds received, but vendors haven’t been paid yet.
In-transit — Vendor payments are in progress.
Paid (Partial) — Some payments aren't complete. This may be due to a mailed check that hasn't cleared, or a payment that's pending, on hold, returned, errored, or reissued.
Complete — All vendor payments are complete.
Canceled — All payments in the payment run are canceled.
Voided — All payments in the payment run are voided.
Note: These statuses apply to the payment run as a whole. Individual payments within a run can have their own status — such as Reissued, Voided, or Canceled — visible on the bank draft record.
Frequently Asked Questions
Does Payment Assistant generate NACHA files?No. Payment Assistant doesn't generate or require NACHA files. ACH payments are processed through your payment provider, REPAY or BILL, which handles ACH file submission directly on your behalf.
Payment Run Processing with REPAY
To plan when funds leave your bank account and when vendors receive their payments, review the processing timeline for Payment Assistant with REPAY. The Payment Assistant page header displays "Powered by REPAY" when your organization processes payments through REPAY.
Payment Run Processing with BILL
Note: Don’t see this yet? The ability to use BILL with Payment Assistant is currently in an Early Adopter Program (EAP) for some of our customers. Look for full support and general availability in a future release.
With BILL, approving a payment run creates the payments in BILL, and BILL debits your bank account by ACH on each payment's process date. Process dates can differ for payments in the same run. Review the processing timeline for Payment Assistant with BILL to plan when funds leave your bank account and when vendors receive their payments.
Before you approve a payment run with BILL, the approval window shows the estimated fees by delivery method, the total fees, and the amount funding. Estimated fees also appear in the payment runs list and on the payment run record. Estimates use the payment method at the time BILL sends the payment, not when you schedule it. The Payments tab adds columns for the process date, estimated arrival, confirmation number, and estimated fees. Learn about BILL fees.
Tip: The Payment Assistant page header displays "Powered by BILL" on every tab to confirm your organization processes payments through BILL.