Set up payment notification email

Want to let employees know when they've been reimbursed for expenses? You can automatically send payment notification emails to selected employees, as soon as payments are confirmed.

Payment notifications are particularly valuable for employees that are reimbursed for expenses through ACH, but notifications can be automatically sent to any employee, regardless of how they are paid.

Automated Clearing House (ACH) is a payment method that generates a file format used by banks to exchange funds between accounts.

Set up automatic payment notifications

There's a quick, one-time setup process for automatic payment notifications, in which you:

• Decide whose contact information (from your company) should be used in payment notification emails.
• Select the employees who should receive payment notifications.

Determine the email's from contact

On the Configure Expenses page, you can choose which contact from your company should be used in emails sent to employees. This contact can be either a specific user or it can be the contact information of the user who selects the expenses to be reimbursed. Keep in mind that you can always choose to override the contact at the time that you select expenses to be reimbursed.

Contact information for this user will be used for two purposes:

• Payment notification emails will be sent "from" this contact's email address.
• The name and email address from this contact will be included in the email body in case the employee has questions.

Select default contact for payment notification email

1. Go to Expenses > Setup > Configuration.
2. Scroll down to the Payments section and locate the Contact for notification options.
   • If you want the person who processes the expense reimbursement to be used for contact information, select Person who selects expenses for reimbursement.
   • If you always want to use a certain person's contact information, select The following contact and then select the user.
   It's a good idea to verify the "Print as" name and email address of contacts you are using for payment notification. If you always use the same person as the contact, you can view that user's record by selecting the user from the dropdown menu and then selecting the view icon.

Select employees to notify

Decide which employees should be notified of payments, and verify that they have an email address on record. By enabling notifications for an employee, you are indicating that you want the employee to be notified by email whenever a payment to them is confirmed.

1. Go to Expenses > All > Employees.
2. Find the employee and select Edit.
3. Go to the Reimbursement Information tab of the employee's record, and select the option to Send automatic payment notification.

4. On the Contacts tab for the employee, verify the employee's name and email address.

   The payment notification email will automatically use the name and email address on the employee's Primary Contact record.

   To view the employee's primary contact record, hover over the line for Primary Contact and select the view icon.

Process payments with notifications

Expense reimbursements work the same, regardless of whether you've set up employees to be notified of payments. Whenever you confirm payments, we check whether any of the employees have payment notifications enabled. Those employees will automatically be sent payment notifications. For more information, go to Select expenses to reimburse.

1. Go to Expenses > All > Reimbursements > Select expenses to reimburse.

2. Scroll to the Payment notifications section.

3. Confirm the user in Contact to use for payment notification emails.

   You can choose a different user.

4. Select expense reports that you want to reimburse,

5. Select Save.

   After the payments are confirmed, notifications will automatically be sent to employees. For ACH payments or cheques, notifications aren't sent immediately. You need to generate the payment file or print the cheques, and then confirm the payments.

Send payment notifications after-the-fact

Even if you've already finished reimbursing employees, you can still go back and send payment notification emails from the Print Payment Copies page.

1. Go to Expenses > All > More > Print payment copies.

2. Find the Filters section select a Payment method.

3. Select View.

4. Find the payment and select the email.

5. In the Email address field, confirm that there is at least one email address list.

   • If the employee has an email address, it is prefilled for you.

   • If you want email notifications to be sent to additional addresses, separate each email address with a comma or semicolon. For example,

     tsmith@xyzcompany.com; bbarnabus@xyzcompany.com

6. Select Print or email.

Frequently asked questions (FAQs)