EasyDo 365Submitting Vendor Payment Requests
Complete guide to requesting vendor payment approvals in EasyDo 365 for timely and authorized vendor settlements
Submitting Vendor Payment Requests
Vendor payment requests provide a structured approval workflow for authorizing payments to suppliers, contractors, and service providers. This system ensures proper verification, budget compliance, and managerial authorization before processing vendor payments.
Video Tutorial
Prerequisites
- Active EasyDo 365 account
- Reporting manager assigned
- Vendor invoice or payment documentation
- Understanding of payment terms and obligations
Submitting a Vendor Payment Request
Open the App and Access Manager Chat
Open the EasyDo Tasks app on your phone and navigate to your manager's chat.
Open Request Approval Menu
Tap the plus icon in the chat. From the options menu, select Request Approval.
Select Vendor Payment
In the request approval menu, tap Vendor Payment. The vendor payment form appears with all required fields.
Complete Payment Details
Fill in all required information:
Company: Select the relevant company from the list (important for multi-entity organizations).
Reference Number: Enter the invoice number, PO number, or payment reference.
Date: Select the invoice date or payment due date using the date picker.
Title: Enter a descriptive title (e.g., "Vendor Payment - ABC Suppliers Invoice #12345").
Amount: Enter the exact payment amount as shown on the invoice.
Notes: Add comprehensive information including:
- Vendor name and contact details
- Services/products provided
- Payment terms and due date
- Purchase order or contract reference
- Any deductions or adjustments
- Urgency or payment deadlines
Attach Supporting Documents
Tap the attachment icon and add relevant files:
- Vendor invoice (required)
- Purchase order
- Delivery receipt or proof of service
- Contract or agreement
- Previous correspondence
- Payment schedule or terms
Submit Request
Review all information for accuracy. Tap the Submit button to send your vendor payment request for approval.
Payment Approval Workflow
After submission:
- Request status shows "Pending Approval"
- Manager receives notification
- Manager reviews invoice and supporting documents
- Upon approval, request forwards to finance for processing
- Payment is scheduled according to terms
- You receive confirmation when payment is processed
Best Practices
Before Submitting
- Verify Invoice: Confirm invoice accuracy against purchase order/contract
- Check Receipt: Ensure goods/services were received satisfactorily
- Confirm Terms: Verify payment terms and due dates
- Budget Approval: Ensure budget availability for this payment
- Complete Documentation: Gather all supporting documents
Documentation Requirements
- Clear, legible invoice copies
- Proof of delivery or service completion
- Purchase order or authorization
- Any relevant contracts or agreements
- Tax documentation (if applicable)
Common Payment Types
- Supplier invoices for goods purchased
- Service provider fees and charges
- Contractor payments
- Utility and recurring service payments
- Lease or rental payments
- Professional fees (legal, consulting, etc.)
- Maintenance and repair bills
Payment Terms and Timing
Submit payment requests with adequate lead time:
- Net 30: Submit at least 5-7 days before due date
- Net 15: Submit at least 3-5 days before due date
- Immediate: Submit as soon as invoice is received
- Scheduled: Submit according to payment schedule
Early submission ensures timely payment and maintains good vendor relationships.
Troubleshooting
Missing Invoice Details
If invoice information is incomplete:
- Contact vendor for corrected/complete invoice
- Do not submit with missing information
- Ensure all required fields are clearly stated
Payment Amount Discrepancies
If invoice amount doesn't match expectations:
- Verify against purchase order or contract
- Check for additional charges or taxes
- Resolve discrepancies with vendor before submitting
- Document any agreed adjustments
Approval Delays
If payment approval is delayed:
- Check current approval status
- Follow up with approver if nearing due date
- Provide any additional requested information
- Escalate if payment deadline is critical
Tips & Tricks
- Early Warning: Submit requests well before due dates to avoid late payment penalties
- Batch Processing: Group multiple invoices from same vendor if policy allows
- Regular Vendors: Set up recurring payment authorizations for regular suppliers
- Clear Communication: Include vendor contact info in notes for any follow-up needed
- Track Due Dates: Maintain calendar of payment due dates
- Vendor Relations: Timely payments maintain good supplier relationships
Related Resources
- Operational Expense - Expense approvals
- Contract Approval - Contract authorizations
- Company Reports - Payment tracking reports
Need Help?
Contact your finance department for payment policy questions or IT support for technical issues.