Managing Payee Invitations

Abstract

Managing payee invitations is the primary way administrators keep vendor payment details accurate and up to date. Rather than exchanging sensitive information over email, Charted routes vendors through a secure invitation flow to submit or update their banking details. This article covers how to send, monitor, and manage those invitations.

Managing Payee Invitations

Managing payee invitations lets administrators send secure email invitations to vendors so they can enter or update payment and business details. Track each invite and payment method status and send reminders, ensuring payee information stays accurate without exposing sensitive data.

Follow these steps to manage and track payee invitations:

1. To begin, first, hover over the Charted menu, then AP Automation, and click the Home tab:

   

2. Next, click the Payees option on the left to open the Payees list; here, you will see all the payees you have imported:

   

   

3. The Payee Status column reflects the current state of the payee and payment method. Definitions can be found here:

   1. Pending: Can be one of four scenarios:

      1. No payment method has been added.

      2. Payee hasn't accepted email invite

      3. Email hasn't been sent yet

      4. ACH payment method is pending Payment Method Approval

   2. Invite Outstanding: ACH payment method has been added and approved, but requires vendor to accept invite (or wait for opt-out period to close) before payment method can be used

      1. Note: Check payment methods do not require vendors to accept invite. This status is produced even if there's an approved check payment method on the vendor.

   3. Completed: All payment methods are approved and terms are accepted.

      

4. To check a payee's current status, enter the payee’s name in the search bar and click on it to view the record:

   

5. Once the record is opened, you will see all invites in the Invites section as they've been set up. In the invite Status column:

   1. Closed: invite was completed by the vendor or cancelled

   2. Open: waiting for the vendor to complete

      

6. You can resend an invite by clicking the Resend Invite button to remind the payee to fill out the invitation:

   

7. You can also cancel an outstanding invite by clicking the Cancel Invite button:

   

8. Once a payee completes an invitation, the status will reflect Closed. If a new payment method was added by the payee, the new payment method will need to be approved:

   

Opt-Out of ACH Period

When an ACH onboarding email is sent, vendors have 10 business days to opt-out of receiving ACH payments through Charted. Once that period closes without a response, the vendor is automatically enrolled and you can proceed with ACH payments. If the vendor completes the Provide Payment Details or Agree and Continue flow before the period closes, you do not need to wait; payments can proceed immediately.

There is no dedicated payee status for an opted-out vendor. The most reliable way to know a vendor has opted out is the automatic email notification sent to your business contact, which includes the reason the vendor provided on the opt-out form.

If you receive an opt-out notification:

• The vendor's payee status will remain Invite Outstanding until you take action.

• Contact the vendor directly to arrange an alternative payment method, or proceed using an active Check payment method if available.

• If the vendor later wants to receive ACH payments, send them a new invite from the Payees list. They will need to complete the full Provide Payment Details flow to be enrolled.

For more information on the opt-out process please refer to our FAQ page.