Scheduled Payments: how to program a batch for future execution

Step-by-step guide

1. Go to the Prepare tab and select the invoices you want to include in the batch.
2. Configure the batch by: 
   • Adding a description 
   • Selecting the payment account 
   • Selecting the payment type
3. Select a scheduled date
   In the drawer on the right side of the screen, you’ll see a new section titled Schedule payment. From here, you can pick the date you want the payment to be executed. All payments are processed early morning (approx. 2–6am) in the time zone of the sending bank.

You can schedule the batch even if the selected payment account has insufficient funds, just make sure the account is funded before the scheduled date.

What you need to know

• You can schedule a payment even if the selected payment account has insufficient funds. 
  A warning will appear, but the system allows you to proceed. Make sure to fund the account before the scheduled execution date. 
• You can request approval even if the account is not funded yet. 
  This gives you more flexibility to prepare payments in advance. 
• Once the batch is approved, three scenarios are possible: 
  1. If the scheduled date arrives and the batch is still pending approval (or only partially approved), the payment won’t be executed. However, as soon as the final approver approves the batch — even after the scheduled date — the payment will be triggered immediately. 
  2. If the batch is fully approved before the scheduled date, a button called “Execute now” will appear. This allows you to execute the payment earlier than originally planned. 
  3. If the batch is fully approved but the payment account doesn’t have sufficient funds when the scheduled date arrives, the payment will be rejected. 
     To help prevent this, the preparer will receive a reminder email two days before the scheduled date if the account balance is still insufficient.
      

Where to see the Scheduled Date

Once a batch has been scheduled, you’ll be able to see the Scheduled Date in two places:

• In the “Batches” tab, as a dedicated column. This allows you to quickly identify which batches are scheduled and for when. 
• In the batch detail panel, which appears on the right side of the screen when you click on a specific batch. If the batch was scheduled, the same Schedule Date section that appeared during the preparation step will also be shown here. If the batch was never scheduled, this section won’t be visible in the drawer.

How scheduled execution works

When you select a scheduled date, that’s the day the payment will be executed between 2:00 and 6:00 AM, based on the local time zone of the country where the selected bank account is located.

The actual delivery time depends on the bank’s internal processing and local working days.

If you have any further questions, please reach out to the Customer Experience team or submit a request using this link.