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A payment run pays many bills, expense claims and wages at once. You choose what to pay, someone approves it, and then the money goes out through Wise, through Revolut, or through a payment file you upload to your bank. When the run is confirmed, everything in it is marked paid and posted to your books.

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Choose how you pay

In Settings → Banking → Send Payments / Payouts:
  • Bank File Export needs no setup and is always on. Softbooq makes a file in your bank’s format and you upload it in your online banking.
  • Wise Business: enter an API Token and your business Profile ID, choose Save Wise Settings, then Verify Connection. Create the token in Wise → Settings → Developer tools → API tokens.
  • Revolut Business: enter an API Token and the Account ID of the account to pay from, choose Save Revolut Settings, then Verify Connection. Create the token in Revolut Business → Settings → API → Personal API key.
A saved token is kept where only Softbooq’s servers can read it. The field shows that a token is stored, never the token itself, and nobody in the workspace can read it back, Admins included. To change it, type a new one and save.
Settings, Banking, Send Payments / Payouts: the remittance advice switch, the Wise Business, Revolut Business and Bank File Export cards, and the Wise API Token and Profile ID fields

Send Payments / Payouts: Wise, Revolut and the always-on bank file, with remittance advice above them.

With both Wise and Revolut connected, Default outbound rail picks which one is shown first in payment runs. Remittance advice to suppliers is on to start with: when a run is paid, each supplier is emailed what the payment covers, the total and the bank reference.

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Make a payment run

1

Open Finance → Purchases → Payment Runs

Choose New Payment Run.
2

Pick what to pay

Give the run a name if you like, the Scheduled Payment Date and the account to Pay from. Then choose from:
  • Bills that are due and not yet paid (a bill can be paid in part)
  • POs that have been received or billed
  • Expenses that have been approved
  • Reimbursements waiting to be paid
  • Payroll: wages not yet paid
3

Approve

The run starts as a draft. Approve it. Someone other than the person who made the run approves it, unless only one person in your workspace can approve.
4

Pay

  • Through Wise or Revolut: choose Pay via Wise or Pay via Revolut. Use Sync Wise or Sync Revolut to check on the transfers. Once they have all gone through, the run confirms itself.
  • Through your bank: choose Export and a format (SEPA XML, BACS CSV, NACHA ACH, ABA (Cemtex) or Generic CSV), upload the file in your online banking, and once your bank has paid it, choose Confirm Paid.
  • Already paid another way: Already paid these confirms the run without a file.
Confirming asks you to verify it is you again. For payments in another currency, it also asks you to confirm the exchange rates.

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Your bank’s own layout

If your bank wants a file none of the standard formats match, use Bank file layout (or Set up my bank’s layout… in the Export list) to describe it once. It then appears at the top of the Export list.

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Cancel a run

Until it is confirmed, a run can be cancelled with Cancel Run, with a reason if you like.

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Who can do this

Seeing payment runs is one permission. Making, approving, paying and cancelling them is another, so someone can follow runs without being able to send money.

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See also

Bank Feeds

Bring your bank transactions in.

Finance

Bills, expenses and your books.

Procurement

Purchase orders and suppliers.