Analysis and scanning
Once you have added a document to Corpay One, the document's data is scanned automatically before it appears in your overview. This happens no matter how the document was added. While this is going on, you can see which documents are being processed in Bill Pay. This is also where you are notified about documents that have finished processing and about any failed scans.
Typically you will wait five to ten minutes per document before all the data on an individual document has been scanned, but this processing time can vary.
If you feel that the processing time is taking a bit longer than expected, don't worry - the document will be added. Processing time varies depending on the quality of the document, your setup and so on, so in some cases it can easily take an hour or more before a document has finished processing.
Read more about the information a document must contain for Corpay One to process it here.
Once a document has been fully scanned, it appears in Bill Pay with all its information captured.
Approval
Once a document has been scanned, it will normally require approval from one or more coworkers in your company before it can be paid and/or synced to your company's accounting system. These coworkers are appointed either automatically through your company's workflow or manually by a coworker with sufficient permissions.
You can read more about coworker permissions here.
Automatic actions and categorization
Once a document has been scanned, a wide range of automatic actions can be applied to it, such as categorization, choosing a department and more. This does require that you have set up the automatic actions yourself in your company's workflow.
If you have not defined any categorization through workflows, Corpay One automatically assigns new documents to the same category/account that was last selected for documents from that vendor. This happens automatically as soon as the document has finished scanning.
You can read more about the different ways to categorize documents here.
Syncing to your accounting or ERP system
If you have set up an integration to your company's accounting system, all data for invoices, credit notes, receipts and payments is synced to the accounting system automatically. The sync runs continuously - for example when a document is added, when a payment has been completed, or when a change is made to a document. The sync creates each document as a journal entry in the daybook/posting journal in your accounting system with all the important details (amount, creditor, category/account, etc.).
Read more about how to sync a document's data manually in this article.
đĄYou cannot sync a vendor invoice entry to your accounting system until the document has been fully approved by all appointed approvers.
Payment or mark as paid/handled
Typically, the last thing that happens in a document's life cycle is that it is paid automatically or manually through Corpay One (or that the document is marked as paid if no payment needs to be made). Naturally, this does not apply to receipts, since they are already "paid" when they are added to Corpay One.
When a document is paid or marked as paid, data is synced by default to the corresponding payment entry in your accounting or ERP system. You can opt out of this using workflows.
Documents can only be paid or marked as paid once they have been approved (if approval is required for the document).