Payment Automation
Streamline your accounts payable process with the most efficient and secure way to send payments without leaving NetSuite.
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Streamline your accounts payable process with the most efficient and secure way to send payments without leaving NetSuite.
Last updated
Was this helpful?
Navigate to SquareWorks > Automate > Home.
Select Payees in the sidebar.
To Invite or import a new payee, click the Import New Payees button in the upper right corner.
This page will display a list of all vendors and employees that have had invites sent for payment details.
Select all payees (vendors or employees) that you would like to send an invitation to for collecting payment details. You can filter on this page using the search bar above the table. Click Next after making your selections. Optionally, Advanced Import Options may be used to import existing ACH and check payment methods.
Only active vendors and employees appear in the list below if they have not already been imported. Employees with the Administrator role are not able to be invited as payees.
Select the Business Entity these invites will come from and click Submit.
The business entity selected drives the business and AP contact information used within the invite. It does not prevent a payee from being used by multiple business entities.
Confirm the new Invites to be set by clicking Yes, I’m Sure.
Invites will be sent to all selected Payees. Do not leave the page during the delivery as this will interrupt the process. Once all invites are sent, you can repeat the process if additional invites must be sent or navigate to other areas of NetSuite.
Once your Payee has submitted their payment details, continue to Approve Payment Methods.
Click the button or link in the onboarding email to begin the process of providing payment information.
Provide the first name, last name, email address, and phone number (optional) of the contact completing this form.
If you represent a business, select I Represent a Business and provide an appropriate contact information. If you are an individual payee, select I’m an Individual. Click Next when done.
Select your preferred payment delivery method and provide appropriate payment details.
An email with a security code will be sent back to the email address that received the original invitation. Enter this security code and click Next.
Review and confirm the accuracy of all provided details. Check to agree to the Terms of Service and Privacy Policy and click Agree & Continue.
The payment information has been submitted and will be reviewed by the requesting company. If there are any questions or concerns, please contact the requesting company directly.
Navigate to SquareWorks > Automate > Home.
Expand the Approvals section and select Payment Methods.
If you do not see this option, your role or user does not have permission to approve payment methods. Please contact your NetSuite Administrator for help with configuring permissions.
Click on the payee name in the row of the pending payment method to review the request.
If there is any information you would not like to update, uncheck the Accept Requested checkbox for that field to keep the information already on file.
If you would not like this new payment method to replace the payee’s preferred method, uncheck Make this the Payee’s preferred payment method upon approval.
Click Approve or Reject at the top of the page after reviewing all details.
If you reject a payment method, a new invite can be sent to the payee to collect additional details.
Repeat for any additional payment methods needing review.
Navigate to SquareWorks > Automate > Home.
Select Payees in the sidebar.
Click on the payee name of the payee which needs to provide a new payment method. You can filter down the table using the search bar above the table.
Click the Send Invite button in the invites section to generate a new invite to the payee.
Select the Business Entity these invites will come from and click Send Invite.
The business entity selected drives the business and AP contact information used within the invite. It does not prevent a payee from being used by multiple business entities.
Repeat for any additional payees necessary.
Navigate to SquareWorks > Automate > Home.
Expand the Payee Payments section and select Release Payments.
If you do not see this option, your role or user does not have permission to release payments. Please contact your NetSuite Administrator for help with configuring permissions.
Select the checkbox next to the payments you wish to release in the current batch and click Release Selected.
Payments on the Not Ready for Release tab are related to payees which have not responded to an invite or have a payment method still pending approval.
Confirm the release by clicking Yes, I'm Sure.
Repeat for any additional payment batches necessary.
NetSuite provides a native reconciliation tool, Bank Match Data, which can be used to reconcile ACH debits and credits directly within your bank account records. Since ACH debits in SquareWorks Automate are batched into a single transaction covering multiple ACH credits, two key identifiers help with reconciliation:
Transaction ID (Generated by Automate)
This ID is generated immediately when a payment batch is created in SquareWorks Automate and is available in Payee Payments > Payment History after release.
The Transaction ID follows a structured format to indicate batch grouping. The format for Transaction ID is as follows<Optional Prefix>-<Transaction Number>-<Credit-Identifier>. For example:
ABC-123-1 and ABC-123-2 belong to the same batch.
ABC-124-1 would belong to a different batch.
The Transaction ID is always available immediately for reference.
The optional prefix is set at the Business Entity level.
ACH ID (Assigned by the ACH Network)
This ID is not generated immediately and may take time to be assigned by the ACH networks.
Once assigned, it is appended to the Transaction Memo of each individual transaction record in NetSuite.
The ACH ID on the is shared across all associated credits and debits transactions, serving as a batch identifier.
To reconcile ACH transactions using Bank Match Data, follow these steps:
Navigate to Bank Match Data
Go to Transactions > Bank > Bank Match Data in NetSuite.
The tool displays:
Debits (left side): Pulled from the bank statement via the automated bank feed.
Credits (right side): Individual vendor payments recorded in NetSuite.
Find Transactions Using Identifiers
Search using the ACH ID or Transaction ID to locate all related ACH credits and the corresponding ACH debit.
Depending on the bank, either the Transaction ID or the ACH ID will be displayed in the bank transaction memo.
In Bank Match Data:
Debits (left hand side)
The memo will contain either the ACH ID or the Transaction ID in the memo column
Credits (right hand side)
The ACH ID appears in the Memo column.
The Transaction ID appears in the Tran. No column.
Match and Reconcile Transactions
Select the matching transactions:
Debits on the left (imported from the bank statement).
Credits on the right (payments recorded in NetSuite).
Search credits using either the Transaction ID or ACH ID
Select all credits associated to the batch
Click Match to reconcile the credits to the corresponding debit.
By leveraging both Transaction ID and ACH ID, you can ensure that SquareWorks Automate payments align seamlessly with bank records, maintaining accuracy in financial reconciliation.
Standard ACH payments can take between 4-5 business days to reach the payee. The payment will typically reach the payee one business day after the debit posts to our account. All payments must be released by 5:00pm ET to be processed that day. Payments released after 5:00pm ET will be processed the following day.
Below represents approximate payment timing:
Monday before 5:00pm
Friday Morning*
Tuesday before 5:00pm
Monday Morning*
Wednesday before 5:00pm
Tuesday Morning*
Thursday before 5:00pm
Wednesday Morning*
Friday before 5:00pm
Thursday Morning*
* Factors at receiving banks may delay timing. All times in Eastern Time (ET) and represent approximate deadlines.
Below are common reasons why a payment is not available for release. You may also refer to Payee Payments > Release Payments > Not Ready for Release > Reason for specific information related to your payment. Here are a few of the most common reasons:
The vendor hasn't been onboarded into Automate Payments as a valid payee
Transactions will only flow to Automate for vendors that have been onboarded as a Payee. Follow the import payee process to invite your payee and add and approve a payment method.
The GL account on the bill payment is not linked to a funding source within Automate
To resolve this, please follow the steps here to link bank accounts. Then, void and re-create your bill payment.
The payee has not completed the invite to provide payment information or you have not approved the supplied payment method.
Review the Payee and re-send the invite to remind the Payee to complete their information or approve the payment method provided
The payment is over the maximum allowed amount.
Currently payments are limited to $500,000. If you need to pay a payee more than the maximum allowed amount, you can split into separate bill payments.
The payment is not in a supported currency
Currently all payments must be in US Dollar.
The Payment Automation feature uses ACH debits to pull money from your account when you release an ACH payment batch. There is no need to provide us with your bank login credentials. To ensure funds can be debited from your account, please verify that your bank account allows ACH debit transactions from Originator ID "945440567_". The underscore represents a mandatory blank space that must be present at the end of the ID number.
The Payment Automation feature does not require you to open an account with a particular bank. In most cases, you can connect directly to your existing account. We do have the two following requirements for your bank/account:
The bank must be a US based bank
Your account must be a business level account (No consumer level accounts allowed)
If you have a payment fail and are unable to determine the cause of the failure by the failure reason, please reach out to our team at netsuite-support@squareworks.com
We currently do not support any international payment methods though our Payment Automation feature. We are rapidly expanding our payment offerings and hope to be able to offer this in the future.
If a payment is released by mistake, you have up to 1 minute to 'Cancel Selected' outstanding payments using the 'Release in Process' table found in the 'Release Payments' table.
If it's been longer than 1 minute and the payment (ACH Credit) hasn't settled yet (less than 4-5 business days) you should reach out to our team at netsuite-support@squareworks.com with the transaction ID to request a cancellation.
You can file for an ACH Reversal up to 4 business days after the ACH credit settlement date if there was a duplicate payment, incorrect amount, or incorrect vendor bank account number. You must reach out to your team at netsuite-support@squareworks.com and provide more details around the reason for the request.
No, the balance will not automatically transfer back to your business entity's bank account. You must manually initiate the transfer in Squareworks Automate by navigating to Balance Transfers > Release Transfers > New Transfer, selecting the Business Entity and Funding Source, and withdrawing the balance.
