How to make and reconcile a partial expense payment

How to make and reconcile a partial expense payment

How to make and reconcile a partial expense payment

A finance administrator can pay less than the outstanding balance of an approved expense request when policy or an authorised payment plan requires it. Spendive keeps the remaining balance in Partially Paid until it is settled.

When to use a partial payment

Use it only when the approved request permits staged payment, the wallet cannot release the full amount under an authorised plan, or another documented business reason applies. Do not use a partial payment to hide a disputed amount or bypass approval.

Make the partial payment

1. Open Accounting > Expense Payments.
2. Find the approved record in Pending Payment or Partially Paid.
3. Open Actions and select Make Payment.
4. Review the Outstanding Balance and recipients.
5. Select the recipient to pay.
6. Replace the full remaining amount with the authorised partial amount.
7. Choose Wallet Transfer or Manual Payment.
8. Add Notes explaining why only part is being paid and reference the approval or payment plan.
9. Select Continue.
10. Confirm the employee, source request, partial amount, and wallet debit.
11. Select Confirm Payment.

After payment

The record moves to or remains in Partially Paid. The page shows the amount already paid and the amount still outstanding. A Wallet Transfer also appears as a debit in Wallet > Transaction History.

Settle the balance

1. Open the Partially Paid tab.
2. Find the original expense-payment reference.
3. Compare the remaining balance with the approved request and previous transaction.
4. Select Make Payment.
5. Pay the authorised remaining amount.
6. Confirm that the record becomes Paid and the outstanding balance is zero.

Reconciliation controls

- Keep all instalments linked to the same expense-payment record.
- Record the reason and approval for each partial payment.
- Reconcile the sum of successful payments to the approved amount.
- Check Pending wallet transactions before starting the next instalment.
- Never create a second source request just to pay the balance.
- Investigate overpayments immediately; do not enter a negative payment as an informal correction.

Troubleshooting

- Record is missing from Partially Paid: search Overview by its expense-payment or source-request reference.
- Outstanding balance looks wrong: reconcile successful and pending transactions before another payment.
- Partial amount is not accepted: confirm it is positive and does not exceed the outstanding balance.
- Requester says payment is short: compare the approved amount, paid amount, and outstanding balance and explain the payment plan.

Related guides

- How to process an expense payment
- Approved but unpaid: what happens next?
- Reviewing wallet transactions and beneficiaries

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