SmartPay Accounts Payable

This guide explains the SmartPay Accounts Payable dashboard, how to use it, and explains the key functions to help you manage your finances.

Accounts Payable overview

Accounts Payable dashboard

Chase missing documents from suppliers

Contacting suppliers through SmartPay

Approving invoices

Bulk approving invoices

Scheduling invoices for payment

Integrating SmartPay with your accounting software

 

SmartPay Accounts Payable overview

SmartPay is our easy-to-use payment and invoice management tool.

Within the Accounts Payable (AP) module of SmartPay you can:

• Access all invoices for loads completed on the platform in a single view.
• Search for all invoices, apply different filters to narrow search results
• Keep track of the invoice cycle from invoice approval to payment.

You can find Accounts Payable under SmartPay in the navigation menu to the left of your desktop screen.

 

Accounts Payable tabs

SmartPay Accounts Payable is where you’ll find all the information you need about current and past bookings and their associated invoices. This is split into seven tabs:

Overview – a summary of all completed bookings and their statuses.
All – a list of all invoices from awaiting approval to paid.
Awaiting approval – invoices received from completed bookings that are awaiting your approval.
Ready to pay – invoices you have approved and are awaiting to be scheduled for payment.
Payment schedule – invoices that have been scheduled for payment. The status of these invoices will either be: due later, overdue or paid.
Suppliers – details of your current and past suppliers.
Archive – details of any archived invoices.

 

Accounts Payable dashboard

The AP dashboard makes it easy to search for invoices and payments and see invoices that require action.

 

The dashboard has three main sections – Summary, Requiring Attention and Shortcuts.

 

Invoice Status Summary

Track the progress of your invoices in three key stages:

• Pending Approval Invoices awaiting review and approval. Once approved, they move to the next stage.

• Approved Invoices approved by you or your team. Ready to be scheduled for payment.

• Scheduled to Pay Final stage—approved invoices (single or batch) that are queued for payment.

Changing the time period filter

By default the Summary tab shows invoices from the past month.

To see older invoices click the cog icon in the top right of the Summary box. This pop-up will appear.

Requiring Attention

This section shows any required tasks that need urgent attention and must be completed:

• Payment overdue: The number of invoices that are overdue and have not been paid on time sorted by the due date. The date since the oldest invoice is displayed at the bottom right of the widget.
• Payment due: The number of invoices to be paid. The date on this widget displays the payment date for the oldest invoice.

If you don’t have any urgent tasks pending, the following message will be displayed:

Shortcuts Overview

Stay on top of key payment-related tasks for loads sold and allocated on the Exchange:

• Missing Invoices See which carriers haven’t submitted invoices for completed loads. Click to view details and request invoices directly.

• Opened Queries Track unresolved issues tied to specific loads. Status remains Opened Query until resolved.

• Credit Notes & Supplementary Invoices View additional charges or corrections from suppliers:

  • Credit Note: Used to correct invoice errors or reduce the total

  • Supplementary Invoice: Adds missed services or items to the original invoice

 

Chase missing documents from suppliers

If you're wanting to approve a completed booking but notice that an invoice or POD is missing, you can easily remind your supplier by using the one-click reminder feature for one invoice or more.

Here's how:

1. Click on the Awaiting Approval tab and find the record(s) that says Awaiting docs.

 

2. You can then select one invoice to send a reminder;

Or select multiple invoices;

And send a batch invoice reminder by clicking on Send reminder.

 

3. It is also possible to send a reminder when opening the record, then click on Send reminder.

 

 

 

Contacting suppliers through SmartPay

You can send messages to suppliers directly from SmartPay, this guide explains the process.

 

Approving invoices

Learn how to approve invoices both individually and in bulk with this guide.

 

Scheduling invoices for payment

Scheduling invoices for payment can be done on an individual or bulk basis. Read this guide for more information.

 

Integrating SmartPay with your accounting software

Read this guide to see how to integrate SmartPay with your accounting software.