How to process an expense payment
Expense Payments is the finance workspace for paying approved employee and internal spend requests that were not paid automatically by policy.
What appears in Expense Payments
An approved Cash Request, Payment Request, or Reimbursement Request moves to Accounting > Expense Payments when the request still needs finance to release the money. Requests that your organisation's policy pays automatically may bypass this manual step.
For employees and requesters
You create and track the original request. You do not normally initiate the payment from Expense Payments. After approval, monitor the request and payment status; contact finance if it remains approved but unpaid.
For finance administrators
You need permission to access Accounting, Expense Payments, and the company wallet. Confirm the request is approved, the recipient details are correct, and the wallet has enough spendable balance before paying.
Understand the page
- Overview: all expense payment records.
- Pending Payment: approved requests with an unpaid balance.
- Partially Paid: requests where some, but not all, of the amount has been paid.
- Total Paid: amount already released.
- Total Outstanding: amount still due.
- Source: identifies the originating Cash Request, Payment Request, or Reimbursement Request.
Make a payment
1. Open Accounting > Expense Payments.
2. Use Pending Payment for a new unpaid request or Partially Paid for a remaining balance.
3. Search for the requester, expense-payment reference, or source request.
4. Open the Actions menu and select Make Payment.
5. Review the Outstanding Balance and the listed recipient or recipients.
6. Select the recipients to pay.
7. Enter the payment amount for each recipient. You can pay the full remaining amount or a partial amount.
8. Choose a Payment Method:
- Wallet Transfer — pays from the company wallet.
- Manual Payment — records a payment made outside Spendive.
9. Add payment notes where a bank reference, explanation, or audit trail is required.
10. Select Continue.
11. On Confirm Payment, verify the source reference, employee, recipient count, and total amount.
12. Select Confirm Payment only when every detail is correct. A wallet payment debits the company wallet and cannot be undone from the confirmation screen.
After payment
- A fully settled record shows Paid with no outstanding balance.
- A partial payment remains in Partially Paid and shows the amount still outstanding.
- Wallet transfers create a debit in Wallet > Transaction History.
- The requester can continue tracking the original request and its payment status.
Payment controls
- Never pay a request that is not fully approved.
- Match the payment recipient to the approved request and supporting documents.
- Use partial payment only when there is a clear operational reason and document it in Notes.
- Check the wallet's Spendable now amount, not only the headline balance; pending transfers may hold part of the balance.
- Use Manual Payment only to record money already paid outside Spendive.
- Keep payment initiation and approval separate where your organisation's controls require it.
Troubleshooting
- Approved request is missing: confirm it was not auto-paid, cancelled, rejected, or already fully paid.
- Make Payment is unavailable: check your finance permissions and the record's status.
- Wallet balance is insufficient: fund the wallet or reduce the payment according to policy.
- Record remains Partially Paid: open it and pay the remaining outstanding amount.
- Wallet transfer is Pending: review Wallet > Transaction History before retrying to avoid a duplicate payment.
- Recipient details are wrong: correct the underlying beneficiary or request data before payment.
Related guides
- Understanding Expense Payments
- How to make a bill payment
- Making a single wallet transfer
- Reviewing wallet transactions and beneficiaries
Screen guide
Expense-payment form showing wallet versus manual payment methods, notes, and continuation.
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