All payments

Track every bill, payment and reimbursement from inbox to paid, and approve or decline them

Payments → All payments lists your company’s bills, vendor payments, reimbursements and payroll runs, from the moment a bill arrives until it’s paid.

Company Admins, Bookkeepers and Accounts Payable users can use it after your company finishes onboarding.

Every turns on the All payments page, the bill inbox, failure reasons and the Accounts Payable role company by company. If you don’t see them, email [e-mail] to ask about them.

Select Send money to pay a vendor (see Send money). With the bill inbox, Upload bill adds bills from files (see Upload bills).

If the page is titled Bills & Reimbursements, its tabs are Need approval and Approved, plus Inbox when the bill inbox and the Bill Pay Agent setting are on, and it has no Upload bill.

Tabs

Tab	What it lists
All	Each payment and payroll run, plus the bills waiting in the inbox and the bills you declined
Needs attention	Bills in the inbox that need a decision from you before they can be paid
Inbox	Bills you uploaded or emailed to Every
Needs approval	Payments waiting on their approvers
Scheduled	Payments held for a later date or on their way
Failed	Payments that failed, were canceled or were declined, and the bills you declined
Paid	Payments that have gone out

Needs attention, Inbox and Upload bill show when the Bill Pay Agent setting is on. In Settings → Accounting, under Bookkeeping agents, Company Admins and Bookkeepers can turn it on or off (see Accounting settings).

Find a payment

Each row on every tab except Inbox shows:

Column	What it shows
Recipient	The vendor, the employee for a reimbursement (see Reimbursements) or the payroll run
Type	Bill pay, Reimbursement, API payment or Payment for a payroll run
Stage	Where the payment is now (see Track a payment)
Due date	When it’s due, or the pay date of a payroll run
Status	The days to its due date, or when it pays or was paid
Category	The payment’s category, or Payroll for a payroll run
Approved By	Who approved it, hidden on All and Needs attention until you show it
Invoice	An icon that downloads the invoice file

Inbox sorts its bills by Received, newest first.

Use the search box to find a payment by recipient, invoice number or, for a reimbursement, the employee’s name. Select Add filter to narrow payments by recipient, method or approver, and by stage on All and Failed. On Inbox, filter by recipient, vendor match or possible duplicate. Select Display to choose the columns. Each page lists 25 payments.

Act on payments

Hover over a row on All, Needs approval or Inbox to see its actions. Approve and Decline show on payments you can act on (see Approvals), and Open shows when either is missing.

• Approve on a payment asks “Approve this payment?” and says “This will approve and schedule the payment.” On a bill in the inbox, it asks “Approve this bill?” and says “This bill will be paid immediately.”
• Decline on a payment asks “Decline this payment?”
• On the Inbox tab, Decline removes the bill right away. The message “Bill removed from the inbox” has an Undo action.

To act on several at once, select their rows on All, Needs approval or Inbox. Select the approve button, such as Approve 3 · $1,250.00, which shows how many selected payments can be approved and their total. Or open Actions to approve, decline or change the category. You can approve or decline up to 100 at a time. Change category applies to payments, not to bills in the inbox.

Open a payment

Select a row to open its details.

When the page has an Inbox tab, a drawer opens for a payment, a reimbursement, a payroll run, a declined bill and a bill on Needs attention. Another bill in the inbox opens in its drawer, or in Send money with the bill filled in. In the drawer:

• The invoice shows beside the details. A payroll run shows its payment record instead.
• Previous and Next move through the rows on the page, or through all of a tab’s bills on Inbox and Needs attention. Done closes the drawer.
• Approve reads Approve & next when another payment is waiting on you. Confirming it opens that payment.
• Decline on a payment asks for a “Reason for rejection”, then Reject. On a bill in the inbox, it removes the bill.
• When Every holds no bank details for the vendor, the drawer says Missing vendor details, hides Approve and offers Add vendor details.

When the page has no Inbox tab, a payment opens in the payment’s sheet instead, with Approve (Approve & next when another payment is waiting on you) and Reject. Approvals shows each approver’s status, and Reject asks for the reason the same way.

Payroll runs and declined bills

• Each payroll run is one row, named like Payroll Mar 1 - Mar 15 for a regular run, on All, Scheduled, Paid and Failed. Amount shows for Company Admins and HR Admins and is blank for everyone else. In the drawer, a payroll run says “Payroll runs are approved in Payroll, so there is no decision to make here.” and has Open payroll.
• A bill you declined stays on All and Failed, with Declined in Stage and Called off in Status.

Track a payment

Stage reads:

Stage	What it means
Inbox	A bill you uploaded or emailed. It isn’t a payment yet
Needs approval	The payment is waiting on its approvers
Scheduled	The payment no longer waits on an approver. It’s held for a later date or on its way
Paid	The payment has gone out
Failed	The payment didn’t go through
Cancelled	The payment was canceled
Declined	An approver declined the payment, or you declined the bill in the inbox

A bill in the inbox can also read a more specific stage, such as Potential duplicate, Data mismatch or Missing information. Upload bills says what to do about each.

Status reads:

Status	What it means
Due in 3d	Due in 3 days. Every counts down the days when the due date is 7 days away or less
Due today	Due today
Overdue 2d	2 days past its due date
Due Mar 4	Due on that date. Every shows a date instead of a countdown when it’s more than 7 days away or the invoice printed no due date
Pays Mar 4	Held, and sends on that date
Paid today or Paid Mar 4	Went out on that day. It reads Paid when Every has no date
Not paid	Failed
Called off	Canceled or declined

If the recipient hasn’t received a payment

Find the payment on All and check its Stage and Status (see Track a payment).

If the recipient still hasn’t received it, email [e-mail]. Give the recipient’s name, amount, payment method, date and the status you see. In your email, ask Every to check the existing payment before you send another one.

Company Admins and Bookkeepers can also open the matching transaction on Banking → Transactions. An ACH payment can show a Trace number; a wire can show IMAD and OMAD. Include any identifiers shown when you email [e-mail] to ask Every to investigate (see Transactions).

If a payment failed or was returned

When the page has no Inbox tab, a failed payment’s sheet has a Failure reason row in its Bill details card. If a Failure code row shows too, email [e-mail] and include the code. Company Admins and Bookkeepers can also look for a failure reason in the matching transaction’s details on Banking → Transactions.

Do what the reason says before you try again:

• If the recipient’s account was closed, confirm their current details and add a new payment method.
• If the recipient’s account is frozen, wait until the recipient resolves it with their bank.
• If the account being charged doesn’t have enough funds, ask a Company Admin to add funds to it (see Move money).
• If the payment was already submitted for processing, look for it on All before trying again. Email [e-mail] if you need help.

If no reason shows, the reason doesn’t say what to do, or you need help retrying, email [e-mail]. Include the payment details and any failure message or code shown.