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 permission.
You can follow the step-by-step process below:
Approving submitted bills
1. On your Aspire dashboard, click on "Bills" in the left navigation bar (web app) or click "Menu" and choose "Bills" (mobile app).
2. Select the bill that you want to review. You can also bulk review bills by clicking on "Review pending bills" option.
3. Once you select the bill, you have three options: edit*, approve, or reject it (you will have the option to provide a reason for rejecting the bill).
*Editing bill option is only available if you access the bill individually.
Submit request to approve bill payment
After approving the submitted bill, it will be marked as pending payment. The same group of approvers can then request approval to pay for the bill.
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app) or click "Menu" and choose "Bills" (mobile app).
Look for the bill with pending payment status and click on it.
Click on Submit transfer.
Fill in the particulars of the bill payment, then click Next
Transfer recipient
Source of funds (If you have multiple multi-currency accounts, please choose the appropriate one.)
Budget
Reference transfer
Category
Other active custom reporting fields in your account
5. Review the transfer details and if all is good, click Confirm.
Note: Admin or finance users with transfer rights can directly make the bill payment.
Approval of Submitted Bill Payment Requests
Admin and Finance with transfer rights can approve and initiate the bill payment 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) or click "Menu" and choose "Bills" (mobile app).
Look for the bill with pending payment status and click on it.
Click on Review Transfer.
From here, they can either:
Approve the transfer and have the amount sent to the recipient.
Reject the transfer and place the reason for rejection.
Modify the transfer details to amend the transfer reference, category, and other custom reporting fields. However, they can no longer change the amount and source of funds.
Once it has been approved, the amount will be paid to the recipient.
Approve Bill Payment Request in Bulk
On your Aspire dashboard, click on "Bills" in the left navigation bar (web app) or click "Menu" and choose "Bills" (mobile app).
Click on "Pay approved bills"
Select the bill payments you want to review.
Next, you can choose to Submit payment or Reject bills.
Before submitting your payment, you will need to review the selected bill details.
Next, enter the OTP code sent to your registered mobile number.
Once it has been approved, the amount will be paid to the recipient.
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