Create and approve payment approval requests

This new feature optimises and speeds up the payment approval process, providing greater control and traceability. In this quick guide, we explain step by step how to prepare a remittance and approve it efficiently.

Initial setup: Before making your first payment, remember that you can configure your approval flows to define signing logics solidary, joint, or sequential. Additionally, you can set limits based on the amount or payment account by creating payment rules, ensuring greater control and security in the process.

Approval for file-based payments You can also apply approval flows to payments uploaded via the Files module, as long as you’ve created a payment rule in the Automation module. In the rule’s conditions, choose Type and then File. These payments will follow the same approval flow as any batch from the “Prepare” tab, although — due to the wide range of bank file formats — the system cannot read the file contents, so the number of payments and total amount will not be displayed.

Create a payment remittance and send it to signers for approval

Step 1

In the Prepare section, inside the payments module, select the documents or invoices you wish to include in the payment remittance.

On the right-hand side, you will see:

• Remittance concept
• Associated payment account
• Details of the current account balance and the balance after payment

Step 2

By clicking on Request approval, if a payment rule has been created, a detailed view of the approval flow that will apply to the remittance will open, along with the option to add an additional message. Clicking on Send request will submit the remittance for approval.

Step 3

Within the Remittances section, you can review the status of the request and track the remittance, which will be "Pending approval” until the members of the approval flow approve it, or “Rejected” if any member declines the request.

Step 4

Notification to approvers:
 

• The designated approver(s) within the approval flow will receive a notification and an email from Embat with the request. 
• In the case of a joint approval flow, all relevant approvers will be notified.

Step 5

The approving user can access the Approval Centre via email or notifications to manage payment requests and either accept or reject them.

Step 6

The user can approve a payment request by clicking “Approve” or reject it by clicking “Reject”.  In the latter case, the approver must provide a reason for rejection, which will be sent to the preparer via email.

Reviewing bank details added in Embat

In some cases, the payment preparer may add or modify a beneficiary’s bank account directly within Embat, just before submitting the remittance for approval.

For this reason, in the Approval Center, the approver may see an informational banner in the request detail if any of the invoices included in the remittance contain a manually added bank account. This warning serves as a security measure, alerting the approver that new payment data has been introduced prior to execution.

By clicking “Review beneficiaries”, or by opening the remittance details, the approver will see a list of all included invoices. Those with manually added bank accounts will be marked with a red dot next to the beneficiary account field. When hovering over the dot, a tooltip will display who made the change and when.

This gives the approver the option to review any sensitive cases before approving or rejecting the request.

Step 7

To approve the request, the approver will receive an SMS with a verification code on their mobile phone, which must be entered into the platform.

Note: If the approver has not verified their  mobile phone number at this stage, they will need to go to their user profile and click on “Verify phone”. You can follow the step-by-step process at the following link.

Step 8

By clicking on Verify, if the code is correct, the request will be marked as approved, and the payment will be executed to the beneficiaries. 

Note: In cases where multiple approvers are included in the flow, the payment will not be processed until all members have approved the request.

If you have any further questions, please contact the Customer Experience team or submit a request through this link.