Not using Procure? See the non-Procure Bills articles instead.
Note: For Australia-incorporated businesses, bill payments are made from your Aspire AUD Account. Your USD account can also be used for international vendor payments.
Once a bill is submitted, it's reviewed and then paid. With Procure enabled, you can pay a bill by bank transfer, pay with a card, or mark it as paid if you paid outside Aspire.
Before you start
The vendor must be approved. A bill can't be approved or paid until its vendor is approved.
Who reviews a bill is set by your company's bill approval policy.
Who can pay a bill depends on the payment method:
Payment method | Who can use it |
Bank transfer | Submit: Admins and Finance users with submit rights, and Budget Owners with submit rights for bills linked to their budget. Pay or approve: approvers in your transfer approval policy. No policy? Admins and Finance users with transfer rights. |
Pay with a card | Admins and Finance users with submit or transfer rights |
Mark as paid | Admins and Finance users with submit or transfer rights |
Review a bill
A submitted bill shows as Pending review.
On your Aspire dashboard, go to Bills and click Review pending bills.
Select a bill, or select several to review in bulk.
Check the bill against its bill document: vendor, purchase order, amount, line items, tax and discount, budget and reporting fields.
Click Approve bills or Reject bills.
If you reject, you can add a reason, then click Yes, reject. A rejection can't be undone.
If your bill approval policy has more than one approval level, the bill moves to the next approver. After the final approval, it shows as Pending payment.
Pay a bill
Go to Bills and open a bill with the status Pending payment. If the payment has already been submitted by someone else, an approver can simply approve the payment. See Approve a bill payment.
Click Pay bill.
Choose how to pay:
Method | Use it when |
Bank transfer | You want to pay the vendor from your Aspire account |
Pay with a card | You already paid the vendor with an Aspire card |
Mark as paid | You paid the vendor outside Aspire, for example from another bank account |
Pay by bank transfer
Choose Bank transfer.
Check the payment details:
Recipient: the vendor's bank account is selected. You can choose another or add a new one.
Source of funds: choose the account to pay from. If you have several multi-currency accounts, pick the right one.
Transfer amount: the bill amount can't be edited here.
Schedule: Aspire schedules the payment one day before the due date and notifies you two days before. You can change the date. Scheduling is only available for SGD local transfers.
Click Continue and add the transfer details: reference, category (required), budget and any other reporting fields.
Click Continue, review the payment and click Submit.
What happens next depends on your company's setup:
No transfer approval policy: Admins and Finance users with transfer rights pay the bill directly. If someone else submits the payment, an Admin or Finance user with transfer rights approves it.
Transfer approval policy: the approvers in your policy approve the payment.
Approve a bill payment
Admins, Finance users with transfer rights, or the approvers in your transfer approval policy can approve payments one at a time or in bulk.
One payment:
Go to Bills and click Pay approved bills.
Select the bill and click Review transfer.
Click Approve, or click More to:
Reject transfer
Modify transfer: change the schedule, reference, category, budget and reporting fields. The transfer amount and source of funds can't be changed.
Several payments:
Go to Bills and click Pay approved bills.
Select the payments, then click Pay or Reject bills.
Review the payments, click Confirm and enter the OTP sent to your registered mobile number.
Once approved, the payment is sent one day before the due date, or on the date you scheduled.
Pay with a card
Use this when you've already paid the vendor with an Aspire card. Linking the card transaction marks the bill as paid.
Choose Pay with a card.
Aspire suggests card transactions that match the bill. It looks at the purchase order's card, the vendor, who created the bill and the amount. Select the right one and click Match and confirm transaction.
Not in the suggestions? Click Choose a card / search manually, select the card and click Confirm, then find the transaction by amount, transaction ID or merchant name.
Confirm. The bill shows as Paid, with the card transaction linked.
Good to know:
The transaction amount must match the bill amount, within a small tolerance.
A card transaction can be linked to only one bill.
If the bill's purchase order has a card, use a transaction from that card.
No card yet? Click Add card to issue one.
Mark as paid
Use this when you paid the vendor outside Aspire.
Choose Mark as paid.
Enter the Transaction date. It can't be in the future.
Enter the Payment source, for example "DBS 7723". Aspire suggests sources you've used before.
Add Notes if needed.
Click Confirm. The bill shows as Paid.
If the bill has a transfer request that hasn't been approved yet, marking it as paid cancels that request. You can't mark a bill as paid once its transfer has been approved.
FAQs
Why can't I approve or pay this bill?
Check that the vendor is approved. If it is, you may not be an approver for this bill, or your role may not allow payments. See Before you start.
Why don't I see the Pay with a card or Mark as paid options?
Only Admins and Finance users with submit or transfer rights can pay with a card or mark a bill as paid.
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.