Jeeves Pay: A Complete Guide

Welcome to our guide on using Jeeves Pay, a convenient payment solution designed for businesses. Whether you're new to Jeeves Pay or looking for more information, this article will provide you with an overview of its features and functionalities.

Start by adding your vendor

Before sending a payment to your vendor, you will need to create a vendor profile following these steps:

1. Go to the Payments tab
2. Select Manage Vendors > Add new Vendor
3. Choose between a Business or Personal profile
4. Select the vendor's country and account currency. This can be changed at any time.
5. Choose the payment method
6. Finally, add the bank account details and contact information
7. Review the vendor information and click Submit to create the profile

Edit existing vendor details

Updating existing vendor profiles is quick and easy. To make changes to an existing vendor:

1. Head to the Payments tab
2. Select Manage Vendors >See all
3. Select the desired vendor
4. Edit Vendor Details or Payment Method

Assign your payment approvers

If your payments need to be approved before being sent, you can assign payment approvers inside of your Policies & Approvals settings. To create a payment approval flow:

1. Go to ⚙ Settings > Policies & approvals
2. Click + Add an approval tier in the section titled Jeeves Pay Approval
3. Create your new approval flow, adding a title, minimum payment requirement, and your approvers
   a. Please note that only users with the Admin or Expense Manager roles can serve as payment approvers
4. Add your backup approver(s)
5. Click Save to create your payment approval flow

Send Payments with Jeeves Pay

To send a payment to your vendor using Jeeves Pay, please follow the simple steps below:

1. Log in to your account dashboard and select the Payments tab

2. Find the correct vendor and click on Pay vendor 
   
   ⇾ Upload the invoice for an automated experience
   ⇾ Complete the steps manually by selecting the amount you want to send and the preferred payment source. You can select any of your Jeeves Cash accounts as the payment source.
   
   

3. Choose when you would like to send the payment. You can pay immediately or schedule it for later. The default payment method saved for the vendor will be used, but you can select a different one or add a new method during the payment process.

4. Take a moment to review the payment details and ensure the following:

   ⇾ Select the purpose of the payment
   ⇾ Enter any reference information you would like to send to the recipient

Once you have ensured everything is accurate, submit the payment.

Send a bulk payment

You can send multiple payments at once using the bulk pay feature. Before sending a bulk payment, you need to ensure that a vendor profile is created for each recipient of the bulk payment.

To send a bulk payment:

1. Navigate to Payments 
2. Click on the option Create bulk payment found on the main dashboard or the Payments section
3. You can either download the appropriate bulk payment template based on the payment currency or start building the payment directly on the platform using the inline editor
4. If using the template, complete it and upload it back. Otherwise, enter the payment details row by row using the editor
5. Select the funding Cash account and payment date
   ⇾ Please note that these two fields apply to the entire bulk and will be used for all payments included
6. Name your bulk payment and add a brief description of its purpose
7. Click Continue and review your payment summary
8. Click Pay to submit your payments

Once submitted, you will be redirected to the appropriate tab based on the payment status:

• Sent if the payments do not require approval and are set for immediate processing
• Scheduled if they are planned for a future date and do not require approval
• Needs approval if any of the payments require approval, regardless of the scheduled date

Please note that the payment approval policy also applies to your bulk pay payments. Payments that require approval will automatically be assigned a Needs approval status and appear in the approvers’ account.

Just like individual payments, payments need to be approved by the scheduled payment date or they will not be sent and will be moved into your Unpaid, in the Payments tab

Edit a Bulk Payment

With the new in-line editing feature in Jeeves Pay Bulk Payments, you can now review and correct payment errors directly within the platform, without having to leave the interface or edit your original CSV file offline.

After uploading your bulk payment template, the system will automatically highlight if the file contains errors, showing you what needs to be updated to ensure successful processing. Now you can edit individual fields like Memo and Purpose of Payment directly on the screen.

Send Invoices to Jeeves

There are two ways to record your invoices in Jeeves:

• You can add invoices directly to your Jeeves Pay page by having your team forward invoices to [e-mail].
  
  1. From an email address connected to an active Jeeves account, email [e-mail]
  2. Attach a PDF version of the invoice
  3. Once sent, the invoice will be parsed by our invoice processing engine and will be available for payment under Unpaid, in the Payments tab
  
  
• In addition to forwarding your invoices via email, you can also drag and drop your invoices to create a pre-populated unpaid payment, at the time of payment creation. 
  
  1. Head to the Payments tab and select Create a Payment
  2. Drag and drop your invoice
  3. The invoice will be turned into a draft payment that you can view, edit, or discard in the Unpaid tab

What are the different payment processing statuses?

When using Jeeves Pay, you may come across different payment processing statuses that indicate the progress and outcome of your payment. Here are the four payment processing statuses you may encounter:

1. In progress: This status indicates that the payment processing has been initiated by the partner bank. It means that the payment is currently being processed and will be completed soon. Please note that the exact processing time may vary depending on various factors.

2. Completed: When a payment status is marked as “Completed” it means that the payment has successfully finished processing and has been received by the recipient bank. However, it's important to note that it may take a few hours for the payment to be deposited into the vendor's bank account. The actual deposit time can depend on the recipient bank's policies and procedures.

3. Failed: If a payment fails, it usually occurs due to incorrect recipient account information or the recipient's account being closed. When a payment fails, it cannot be processed successfully. In such cases, a refund will be initiated back into the payment source for the transaction amount, including any associated transaction fees. This ensures that the funds are returned to the sender.

Local Payment Rails and Transaction Limits

Jeeves Pay provides local payment rails in over 90 countries, allowing you to conveniently send payments to your vendors across the globe. However, it's important to note that depending on the specific country you are sending funds to, there may be transaction limits in place.

If you require an exception to the transaction limits for your account, our team can work with our partner bank to explore possibilities for increasing the limits specifically for you.

To request a transaction limit exemption or discuss your specific requirements, please reach out to our dedicated customer support team. They will be happy to assist you with your query and guide you through the process of requesting an exemption.