Permission Required: Users with the Admin Profile, AP Clerk and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United Payments
Overview
Volopay's Bill Pay allows users to schedule recurring bills, ensuring consistent payments to vendors based on a predefined schedule. These bills are automatically generated, routed for approval, and processed for payment, streamlining your financial operations.
Create a recurring bill
Setting up a recurring bill in Bill Pay is straightforward and ensures regular payments without the need to manually enter bill details each time.
Navigate to the Bill Pay module and begin drafting a new bill.
Click the “Mark as recurring” button during the bill creation process.
Set the frequency of the bill payments; options include Weekly or Monthly.
Specify the “Next invoice creation date”, “Next payment date”, and “Next due date” to automate the scheduling of subsequent bills.
Choose an End Date for when the recurring series will conclude.
Proceed to create the bill as usual. The details of this initial bill will serve as the template for future bills in the series.
View recurring bills
To monitor bills within a recurring series:
Open the Bill Pay module.
Use the “Recurrings status” filter in the search bar.
Select “recurring” to view all recurring bills.
Recurring Payments Indicator in Vendor Table
A new icon has been added to the Vendor table, indicating whether a vendor has any active recurring payment setup.
This provides a clear, at-a-glance view of recurring payments directly within the table.
Filter for Recurring Status
We’ve added a filter in the Vendor table that allows users to display only vendors with an active recurring payment setup.
This simplifies the process of managing recurring payments by focusing on relevant vendors.
Clickable Line Items in Vendor Slider
In the vendor slider, users can now click on "recent invoices", "largest invoices", and "recurring payments" table line items. Clicking on any of these will open a detailed slider view of the respective item.
This change enhances navigation and makes it easier to explore vendor-specific transaction details.
Editing recurring bills
If changes are needed, you can easily edit any upcoming bills in the series:
Select the bill you wish to edit.
Click on “Edit recurring cycle”.
Make the necessary adjustments in the desired fields.
Confirm your changes by clicking “Save and update bill”.
A confirmation modal will appear, allowing you to apply edits to just the selected bill or to all future bills in the series.
Deleting recurring bill
A new "Delete Recurring Payment" CTA has been added to recurring purchase bills/payments. This feature acts as an archive option, giving users the choice to:
Delete selected payments: Deletes only that specific payment
Delete all payments: Cancels the entire recurring payment schedule for that vendor.
Delete from next payment: Allows the current payment to be processed, but cancels all future payments from that point onward.
This provides more flexibility in managing recurring transactions, making it simpler to stop payments as needed
To stop a recurring bill:
Navigate to the upcoming bill in the series that has not yet been paid.
Select bill payment tab > payments > filter "recurring payments".
Choose the respective payment and click on the three dots > archive.
