Here is a list of the words you will typically see in Corpay One’s web app and mobile app. If you are looking for a word you cannot find in the list, feel free to write to us at support@corpayone.com, so we can explain it to you and add it to the list for other users to benefit from in the future.

A subscription is the agreement your company has made with Corpay One. It covers how much your company pays each month to use Corpay One, and how many documents your company can add to Corpay One each month.

An administrator is a coworker role in Corpay One. An administrator has permission to manage documents, settings, integrations, workflows, coworker permissions and much more. An administrator has almost the same permissions as an account owner, but an administrator cannot delete a company account in Corpay One.

An Advisor agreement is a type of Corpay One account intended for accountants and auditors who work with several of their clients in Corpay One. Advisors have access to a special dashboard and a range of options for setting up billing of their clients in Corpay One. Feel free to write to us in the chat in the app or by email at support@corpayone.com to learn more.

A department is a form of categorization within your company that coworkers and documents can belong to (although not all companies use departments in their accounting). When you select a primary department for a coworker in that coworker’s settings, every document added by that coworker automatically gets the primary department applied. You can import departments from your accounting system and then see them under Settings > Lists > Departments.

Autopay is a setting you can turn on under Settings > Advanced > Payments. If Autopay is turned on, invoices are paid automatically on the due date once they have been approved. If Autopay is turned off, payment of invoices has to be started manually by clicking the Pay now button on the individual invoice.

A payment method is the way you choose to pay a vendor – that is, to transfer money from your company’s bank account to the vendor’s bank account as payment for an invoice.

Pay now is a button that appears on unpaid invoices once they have been approved (but only if the payment component Pay is turned on for your account). When you click Pay now, the invoice’s status changes immediately to Initiated, which means that payment of the invoice has been started. The payment is not completed immediately, however.

A contributor is a coworker role in Corpay One. Contributors have permission to add documents to the company’s Corpay One account, but they do not have permission to change coworker permissions, workflows or other company settings. Administrators can decide how much a contributor can see in the company account in that contributor’s coworker settings. The contributor role suits coworkers who need to add documents for approval, but who have no accounting responsibility of their own.

The word document is used in Corpay One as an umbrella term for the invoices, credit notes, receipts and expense reports that can be added to Corpay One.

An owner, or account owner, is the coworker role in Corpay One with the most permissions in a company account. An owner has permission to manage documents, settings, integrations, workflows and coworker permissions, and can also delete the company account. The coworker who creates a company account is automatically set as the account owner. Ownership of an account can, however, be transferred to other coworkers.

An invoice is a specific type of document that represents an amount of money your company owes a vendor for goods or a service. Corpay One can pay invoices if you have turned on the payment component Pay for your company account in Corpay One under Tools > Components. You can add your company’s invoices to Corpay One, and they are then processed according to your settings and workflows, so you can tailor your invoice handling to your needs.

Approval refers to the common accounting task of having a manager or another coworker review and sign off on a company’s documents. Corpay One makes this process easy: any coworker appointed as an approver simply reviews a document and clicks the Approve button on it. Depending on your company’s unique settings and workflows, you can easily specify which coworkers are appointed as approver(s).

Initiated describes an invoice’s status in Corpay One and means that payment of the invoice has been started. If you click Pay now on an invoice, the payment is initiated. The invoice also changes status to Initiated on the due date if automatic payment (Autopay) is turned on. Once the payment is completed, the invoice’s status changes to Paid.

Inbox is Corpay One’s intelligent scanning engine, which reads the information off the documents you add to Corpay One and turns it into data in Corpay One. When you add a document (via Corpay One’s web app, mobile apps or Send & Scan), it shows as Analyzing in your Corpay One account until it has been fully analyzed, after which you can find it under Bill Pay in Corpay One. All of the document’s information is available there in digital, editable form.

An integration is a program built to connect Corpay One with a third-party platform such as your accounting system (for example e-conomic, Dinero, Xero or Quickbooks) or other software tools (for example Zapier or Slack). Integrations let Corpay One work alongside and together with your existing processes by automatically synchronizing data between Corpay One and the third-party platform, so you do not have to do the work manually.

A document’s category in Corpay One corresponds to the document’s expense account, which you select on the document in the Categories drop-down. When you integrate your accounting system with Corpay One, your existing chart of accounts is imported automatically from the accounting system. The chart of accounts can then be found in the form of categories under Settings > Lists > Categories. If you do not import your chart of accounts from your accounting system, you can import it manually as a CSV file from that same page by clicking the Import button.

A credit note is a specific type of document that represents an amount of money a vendor owes your company (as opposed to an invoice, which represents an amount of money your company owes the vendor). The amount on a credit note is always shown as negative, unlike the amount on an invoice, which is always shown as positive. You can convert an invoice to a credit note by clicking document type on the invoice and then selecting credit note from the drop-down. You can do this while the invoice is pending approval. Credit notes can be marked as processed to signal that the full amount of the credit note has been offset against an invoice. This can be done while the credit note has the status unpaid.

A receipt in Corpay One is a document type that represents a purchase or a payment that has already been completed (for example subscriptions that are charged automatically, or staff purchases). Receipts always have the status paid and appear under the Paid tab, unless your company’s workflows are set up so that receipts require approval. In that case they first appear under the Pending tab.

A vendor (also called a creditor) is the person or company your company owes money for a product or a service. Every single document in Corpay One – invoice, receipt, credit note and expense report – is associated with a vendor. You can easily manage your company’s vendors yourself in Corpay One under Bill Pay > Vendors.

A list is a customizable list of labels that you can use to classify your company’s documents in Corpay One. You can add lists in three ways:

1: Import them from your accounting system (for example as a chart of accounts, departments or projects)

2: Create a list manually under Settings > Lists

3: Upload a list from a CSV file.

If a list is marked as visible, it is automatically shown as a drop-down on every single document in your overview.

Mark as paid is a feature in Corpay One that lets you manually mark an invoice as paid and thereby change its status to Paid. This can be useful if, for example, you have made the payment for a given invoice outside Corpay One but still want to record it in Corpay One.

A coworker is a member of a company’s Corpay One account who can perform different actions in the account depending on their coworker role. Administrators can easily add new coworkers to the company and choose which permissions they should have under Settings > Team.

Pay is a core component in Corpay One that lets you pay invoices to vendors via Corpay One. To use Pay, you need to turn the component on under Tools > Components. As soon as your account has been verified and a payment method has been added, you can get started paying through Corpay One.

The audit trail is a feature in Corpay One that lets you track all the activity taking place in your company account in Corpay One. To show the audit trail, just click the bell next to your profile in the top right corner. Clicking here opens an activity log where you can see alerts (comments on documents), tags (if a coworker has tagged you on a document) and the audit trail. This gives you an overview of which coworkers have approved documents, written notes, updated settings and much more.

A viewer is a coworker role in Corpay One that only has permission to view documents in the company account. A viewer cannot add documents, pay invoices or change the account’s settings.

Your company’s Send & Scan address is your company’s unique email address, which is assigned automatically to your company when it is created in Corpay One. You, your coworkers and your vendors can send documents to this address as attachments (in PDF, JPG or PNG format), and Corpay One then reads the information off the documents and creates them in your company account in Corpay One. Every company in Corpay One has two Send & Scan addresses: one for invoices and credit notes, and one for receipts.

Verification in Corpay One covers a series of steps that Corpay One users have to complete in order to get the full benefit of Corpay One’s payment features. The verification process uses a number of different methods, and the owner of a company account has to complete additional verification of the company account. You also need to be verified before you can add a payment method to your account in Corpay One.

A company is a self-contained unit (also called a “company account”) in Corpay One with its own documents, payment methods, integrations, workflows and coworkers. You can see your company’s name in the top left corner when you are logged in to Corpay One, and under Settings > Company details. You can create several companies in Corpay One with the same login, and with a partner agreement you can easily manage many companies at once. In the top left corner you can also switch between your companies.

Workflow is Corpay One’s advanced automation feature, which lets you create workflows that can perform a wide range of automatic actions on your documents depending on what the document says, including coding them and requesting approval from the right coworkers. Using simple sets of triggers and actions, a workflow determines which actions are performed on documents based on the triggers you define. Administrators can edit and create new workflows under Tools > Workflow.