Approval Tiers for Payment Assistant

Every payment run requires at least one approver before funds are withdrawn from your account to pay vendors. Your organization may require more than one approver, or different approvers based on payment amounts. You can define up to five approval tiers for payments with Payment Assistant.

The rules you set apply per payment, not per payment run. You can include multiple payments of varying amounts in a single run, and each payment will follow its own approval rules.

Tip: Payment Assistant follows the invoice record option for payments. You can combine payments for multiple invoices or pay each invoice individually. For example, if a vendor has multiple invoices in a payment run, they’ll receive either one combined payment or separate payments for each invoice.

By default, you’re set up with one approval tier for $0 and above. Anyone with Payment Assistant approver permissions can approve, and only one approval is required. Review this default to confirm it meets your organization’s needs.

Set Up Approval Tiers

Before you set up approval tiers, assign Payment Assistant roles to users. Only solution admins and users with permission to approve payment runs can be selected for an approval tier.

1. From Settings, Payables, select Approval tiers under Payment Assistant.

2. On the Set tiers tab, determine how many payment tiers you need. Each tier can have its own approval rules. You can define up to five tiers.

3. Enter the starting amount in the From amount column for each tier. The To amount updates automatically for the previous tier.

4. Select Next to go to the Rules tab

5. For each tier, define the rules for when a payment needs approval. Each tier can have one or two sets of rules, called steps.

6. For each step, search for and select approvers. Choose whether all approvers must approve, only one, or a defined number.

7. To add another step, select New step, then add approvers and set requirements.

8. Complete the step rules for each tier.

9. Select Next to review a summary of all rules.

10. To enable approval tiers, select Finish.

Approval Tier Notifications

When you set up approval tiers, you also define email and in-product notification settings. All approvers are notified unless you adjust their settings under Approver notifications.

Tip: We recommend you set up approval tiers first. If approvers need custom notification settings, adjust them from Settings, Payables, then under Payment Assistant, select Approvers.

Notification Order

Email and in-product notifications follow the order of approval tiers. When you select Submit for approval, notifications are sent to the first tier.

After the final Approve is selected for the first tier, notifications are sent to the second tier. Once all approval requirements are met for each tier, the person who submitted the payment run is notified, and the status updates to Approved – Awaiting funds.

After the status updates to approved, REPAY contacts vendors to confirm their preferred payment method only when their first invoice is paid using Payment Assistant. Once a vendor is set up with Payment Assistant, payments are issued automatically using their pre-chosen method. No further communication is required.

REPAY customizes the payment notification message based on the vendor’s chosen method.

Frequently Asked Questions