How to make a bill payment
Use Accounting > Bill Payments to pay an existing supplier bill that has already been uploaded or created in Spendive. Use Create Advance Payment instead when paying a vendor before there is a bill to settle.
Who can do this
Finance administrators need access to Accounting, Bill Payments, the vendor record, and the payment method. Confirm the bill is approved and ready for payment before you begin.
Before you pay
- Confirm the vendor and bill are correct.
- Compare the bill amount, outstanding balance, due date, purchase order, and supporting documents.
- Check for duplicate or previously scheduled payments.
- Confirm the company wallet has enough spendable balance if using Wallet Transfer.
Create the bill payment
1. Open Accounting > Bill Payments.
2. Select Create Bill Payment.
3. Select the Vendor.
4. In Bill Payment, select the uploaded bill to settle. Spendive requires the vendor first so it can show the relevant bills.
5. Enter the Amount to pay. Use the bill's outstanding amount unless an approved partial payment is intended.
6. Choose a Payment Method:
- Wallet Transfer — pay from the company wallet.
- Manual Payment — record a payment made outside Spendive.
7. Turn on Schedule Payment if the payment should be processed later, then complete the scheduling details shown.
8. Enter any Bank Charges that should be recorded with the payment.
9. Add Notes with the payment purpose, bank reference, or exception explanation.
10. Review the vendor, bill, amount, method, schedule, charges, and notes.
11. Select Create Payment.
After creation
Return to Bill Payments to monitor the record. The page summarises Paid Payments, Pending Payments, Approved Payments, and Rejected Payments. Use Action Required for payments waiting for your review or action.
The bill's outstanding balance should reduce only according to the completed payment. If a Wallet Transfer is used, review the corresponding debit in Wallet > Transaction History.
Bill payment versus vendor advance
- Bill payment: settles a specific bill already in Spendive.
- Vendor advance: pays a vendor before a bill is selected and should later be applied or reconciled according to your accounting process.
Controls and good practice
- Do not pay from an email or invoice attachment alone; match the bill to Spendive's approved record.
- Confirm vendor bank details through your organisation's verification process.
- Search for an existing or scheduled payment before creating another one.
- Use Manual Payment only for money already paid outside Spendive.
- Record bank charges separately from the supplier amount.
- Keep payment initiation, approval, and reconciliation separate where required.
Troubleshooting
- Bill Payment field is disabled: select the Vendor first.
- Bill is missing: confirm it belongs to the selected vendor and is approved, open, and not fully paid.
- Payment cannot be created: complete all required fields and check permissions.
- Wallet payment is Pending: review Wallet > Transaction History before retrying.
- Wrong amount was entered: stop before final confirmation; after payment, follow your organisation's correction process rather than creating an undocumented offset.
Related guides
- How to create a supplier bill
- How to make a vendor advance payment
- How to process an expense payment
- Reviewing wallet transactions and beneficiaries
Screen guide
Bill-payment form showing vendor, bill, amount, payment method, scheduling, charges, and notes.
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