Note:
Bills feature is only available via Aspire web app. Access it via app.aspireapp.com from any browser to manage your bills.
For Australia-incorporated businesses, bill payments are made from your Aspire AUD Account. USD account can also be used for international vendor payments.
Once a bill has been submitted, it will be in pending review status.
Submitted bills linked to a budget can be reviewed by budget owners or admins. Bills not linked to a budget can be reviewed by admins or finance users with transfer rights.
You can follow the step-by-step process below:
Approving submitted bills
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app).
Click "Review pending bills".
Select the relevant bill, or choose multiple bills to review in bulk.
Next, you can choose to Approve or Reject the bill.
Note: If you reject a bill, you can add the rejection reason.
Submit bill payment request
After approving the submitted bill, it will be marked as pending payment. The same group of approvers can submit a bill payment request.
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app).
Select the relevant bill with the status “Pending payment.”
Click on Submit transfer.
Enter bill payment details:
Recipient: Select an existing recipient or create a new one.
Source of funds: Choose the appropriate account. If you have multiple multi-currency accounts, select the correct one for this payment.
Transfer amount: The bill amount cannot be edited at this stage.
Schedule:
By default, Aspire schedules payments one day before the due date and sends a notification two days prior.
You can adjust the schedule as needed.
Click "Continue".
Enter additional transfer details:
Reference
Category (Required)
Budget
Other reporting fields in your account (if any)
Click "Continue".
Review your bill payment and click "Submit".
Notes:
If your company does not have a Transfer Approval Policy: Admin or finance users with transfer rights will review the bill payment request.
If your company has a Transfer Approval Policy:
The designated approvers will review the bill payment request.
To view pending approvals, click the arrow next to “Pending approvals”.
Approval of Submitted Bill Payment Requests
Admins, finance users with transfer rights, or designated approvers under the Transfer Approval Policy can review and approve bill payments either individually or in bulk.
Note: The Aspire Bills feature does not support manual "mark as paid" actions. Once a bill payment is submitted and approved, the payment will be made directly to the recipient through the Aspire app.
Approve Individual Bill Payment Request
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app).
Select the relevant bill with "Pending review" status
From here, they can either:
Approve: Click "Approve bill" to approve the bill payment.
Reject:
Click"Reject bill" to reject the bill payment.
Modify bill payment:
You can update the following: transfer amount, schedule, reference, category, budget, and other reporting fields (if any).
By default, Aspire schedules payments one day before the due date and sends a notification two days prior.
You can adjust the schedule as needed.
The source of funds cannot be changed.
Once approved, the payment will be sent to the recipient one day before the due date or according to your custom schedule.
Approve Bill Payment Request in Bulk
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app).
Click on "Review pending bills"
Select the bill payments.
Next, you can choose to Reject or Pay.
Next, review the selected bill payments and click "Confirm"
Next, enter the OTP code sent to your registered mobile number.
Once approved, the payment will be sent to the recipient one day before the due date or according to your custom schedule.
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