Pay Out FAQs and Support
Read answers to common questions and learn how to troubleshoot problems with Pay Out functions
We strongly suggest you use the AI chat to find answers instead of browsing through these docs. The chat has access to the most up-to-date information and can provide you with the best answers.
Payout processing
If a vendor doesn’t process their vCard payment within a reasonable period, Payabli’s system may automatically reissue the payment as a check. In that case, the payment status shows as IN TRANSIT when the check has been issued and mailed, indicating that it has been sent but not yet deposited by the vendor. You can track the status of these payments in Money Out Statuses.
If you need to verify the delivery status of a check payment, contact Payabli support with the check number and date issued.
If a vendor reports that they haven’t received payment despite being issued a vCard, follow these steps:
- First, verify the vCard was issued by checking the payment status in your Payabli dashboard or via the API.
- If the vCard is issued but not processed, contact Payabli Support to initiate a Representative Assisted Payment (RAP) process.
- A payment specialist wil; contact the vendor directly to assist with processing the vCard payment.
For faster processing, vendors may need to be contacted by phone rather than email to authorize vCard charges.
If a vendor requires late fees for a payment submitted after their grace period, and they won’t accept a separate payment for the late fee, follow these steps:
- Cancel the original payment.
- Resubmit the payment with the total amount including the late fees.
Payout changes and cancellations
When a vendor indicates that a payment is not needed (for example, if an invoice was already paid), payables agents may initiate a cancellation without requiring a client request. This process works as follows:
- Payables agents verify with the vendor that the payment is not needed.
- The agent cancels the payment and processes a refund.
- A notification is automatically sent to let you know about the cancellation and the system updates to reflect cancelled status.
Although merchants can initiate cancellations themselves, payables agents are authorized to process cancellations proactively to avoid holding funds for unnecessary payments. This helps prevent duplicate payments and ensures efficient fund management.
When you need to cancel and reissue a check payment issued via managed payables, the process involves several steps:
- Request a stop payment on the original check by emailing repay@payabli.com.
- The payables team confirms the stop payment with check’s issuing bank.
- Once confirmed, the payables team reissues a new check as requested.
Important notes:
- A stop payment notice will be issued indicating the check should not be presented at any financial institution.
- Any attempt to cash or deposit the original check may result in returned check fees.
- Check copies are only available for checks that have been deposited.
- All relevant parties should be notified that the original check should be destroyed.
You can track the status of your payout transaction through various stages in the Money Out Statuses documentation.
Vendor management
If you’re using managed payables and a vendor needs to update their bank account information for receiving ACH payment, reach out to Payabli support. The Support team helps coordinate authorizing the bank change with the vendor.
For security purposes, the vendor must complete a new ACH/Direct Deposit enrollment form.
If the vendor has relationships with multiple paypoints or organizations, include the vendor ID for all associated paypoints. This makes sure that the vendor’s bank account information is updated across all relevant paypoints and organizations.
You don’t need to create a new vendor record to update a bank account.
Existing vendor names can’t be modified in Payabli. To change a vendor’s name:
- Create a new vendor record with the business name and details using the Vendor API or vendor management in the UI.
- Submit new payments under the business vendor record.
- The vendor will go through the payment enablement process for the new business record.
The original vendor record remains in the system, but is inactive. Each vendor record must have its own banking information and vendor ID.
Was this page helpful?