In Corpay One you can easily set up recurring payments for recurring expenses such as rent, internet or standing orders that your company pays every week or month. This saves you and your coworkers from having to add and pay invoices for these expenses manually over and over.
How to create a recurring payment
1. Go to Bill Pay, and click Add document > Invoice > Add invoice manually:
2. You are now taken to the page where you can enter the invoice details manually. Here, click the toggle to the right of Is this a recurring bill? to open the recurring payment settings:
3. Now enter the document details for the original document you want to set the recurring payment up for. You do this in the top section of the page, where you would normally enter the document details for a manually added document:
4. Next, set how the payments in the recurring payment should run, including due date, interval and end date. You can set up daily, weekly, monthly or yearly payments on a given day of the week or month. Alternatively, you can choose the same day in every month, for example the third Tuesday of every month:
5. If you want, you can upload a document as an attachment to the recurring payment, for example the original document (in PDF, JPEG or PNG format), by clicking Drag & Drop on the right side of the screen. This attachment is then shown as the document on all future payments in the recurring payment:
6. When you have filled in all the fields, click Add invoice at the bottom of the page to save your choices. The invoice is then added to your Corpay One account like any other invoice, and it will await approval depending on your workflow settings. The small arrow icon indicates that the invoice is part of a recurring payment:
For every future payment in the recurring payment, a matching invoice is created in your overview in Corpay One 5 days before the payment is due.
How to edit a recurring payment
First, find the original invoice that the recurring payment was created for, and click the three dots in the top right corner. Then select Edit recurring expense from the dropdown menu:
A window now opens where you can edit the settings for the recurring payment. Just as when you created it, you can now edit the next due date, interval and end date. Click Save to save your changes:
How to delete a recurring payment
First, find the original invoice that the recurring payment was created for, and click the three dots in the top right corner. Then select Delete invoice from the dropdown menu:
A window now opens where you have to choose whether you want to delete only the selected payment or also future payments in the recurring payment. Click Delete to confirm your choice:
Please note:
Corpay One "uploads" an invoice for the first payment in the recurring payment as soon as you have created it. The following payments in the recurring payment are created automatically 5 days before the due date you specified.
Corpay One uses the original invoice's invoice number + -1, -2, -3, etc. for future payments, to indicate where each payment falls in the sequence of the recurring payment. If, for example, the original document has invoice no. 10047, the next payment in the sequence will have invoice no. 10047-1, and the one after that will have invoice no. 10047-2, etc.
Attaching a copy of the original invoice is optional, but it is possible. Subsequent payments in the recurring payment will have the same document attached.
Payments in a recurring payment are synchronized to your accounting system just like any other invoice in your Corpay One account.