You can schedule invoices to be paid either on the next pay run or at a future date. The process below provides an overview of scheduling payments with Worksuite Pay. If you are not a Worksuite Pay customer, you can still use the approval feature to organize your invoices for your internal payment method.
Invoices can be in 1 of 7 statuses in Worksuite:
Invoice scheduling overview
Worksuite Payments Scheduling allows you to organize Approved invoices into one of four upcoming payment processing cycles. Payment processing cycles are weekly or monthly and the current cut-off time for weekly processing is 4:00 PM Pacific Standard Time on each Friday (times will be displayed in the time zone selected in your Settings). For monthly Pay Runs, cut-off time is 4pm PST on the last day of the month.
If you are a Worksuite Payments customer, your Scheduled invoices will be processed starting at 5:00 PM Pacific Standard Time on Friday (or for monthly customers, 5pm PST on the final day of the month). Funds will be debited from your account on the following business day (most often Monday) and will be deposited into your talent's accounts within 3-5 business days (excluding public/bank holidays).
If you are not a Worksuite Payments customer you can still use Approved to better organize your invoices into payment cycles, and then simply mark them as Paid when needed. If you'd like to learn more about how Worksuite Payments can help make your payments process more efficient, please feel free to reach out to firstname.lastname@example.org.
Invoice scheduling process
A new invoice is entered and will be in the New state
You can click on an invoice to Approve or Reject it. For the purposes of this flow, we will approve the invoice. Please note that the more menu (three dots) to the right of the invoice can be used to approve payments as well. Your talent will receive an email to notify them of the payment being approved.
By clicking on the approved invoice, you have the option to schedule that invoice into one of four future payment processing cycles. Please note that the more menu (three dots) to the right of the invoice can also be used to schedule invoices.
You will now see a Scheduled invoice and you have the ability to reschedule, mark as paid, or delete. Please note that the more menu (three dots) to the right of the invoice can be used to re-schedule, mark as paid, and delete invoices.
If you are a Worksuite Payments customer with weekly Pay Runs, your invoices will be processed starting at 5:00 PM Pacific Time on each Friday (or the last day of the month for Monthly Pay Runs). When complete your invoices will be marked as Paid. Your talent will receive an email notification including a timeline for receiving payments in their accounts.