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Payment Requests ​

Submit, track, and manage outgoing payment requests to providers. The finance team reviews, approves, schedules, and tracks payments through a defined lifecycle with automatic status updates when invoices are paid.

Overview ​

The Payment Requests module provides a self-service system for administrators to request outgoing payments. Requests can be linked to existing fiscal invoices or created manually. The finance team manages the approval workflow, and the system automatically marks requests as paid when the linked invoice is settled.

Slack notifications keep creators informed about their request status changes.

Payment Request Lifecycle ​

1. Create a Request ​

Any administrator with access to the module can create a payment request:

  • With invoice: Search for an existing invoice by UUID. The system auto-fills provider, amount, and other details from the invoice.
  • Without invoice: Enter all details manually (provider, amount, classification, etc.).

A signed payment form (PDF) must be uploaded for every request. For providers that are not yet approved in the system, bank details and supporting documents (bank statement, tax certificate) are also required.

2. Review (Finance Team) ​

Once submitted, the request appears in the finance team's queue with pending status. Finance can:

  • Approve — moves the request to approved status.
  • Reject — requires a reason; the creator is notified via Slack and can correct and resubmit.

3. Program Payment ​

After approval, finance schedules the payment:

  • Selects a payment date.
  • If the request has a linked invoice, the system shows the invoice's tax breakdown.
  • If no invoice is linked, finance configures the tax breakdown (transferred and retained taxes) and the system creates the invoice automatically.

4. Payment ​

When the linked invoice is paid through the banking system (STP) or marked as paid manually, the request automatically transitions to paid status. The creator receives a Slack notification.

5. Cancellation ​

Requests can be cancelled at most stages by the finance team, or by the creator when still pending.

Status Reference ​

StatusDescription
PendingSubmitted, awaiting finance review
ApprovedApproved by finance, ready to be programmed
RejectedRejected by finance (with reason); creator can correct and resubmit
ProgrammedScheduled for payment on a specific date
PaidInvoice paid (automatic transition)
CancelledRequest cancelled

What You Can Do ​

  • Create payment requests linked to existing invoices or manually.
  • Search for invoices by UUID to auto-fill request data.
  • Upload required documents (signed form, payment PDF, bank statement, tax certificate).
  • View the full history of events for each request (approvals, rejections, edits, etc.).
  • Finance team: approve, reject, program, unprogram, and cancel requests.
  • Receive Slack notifications when your request status changes.

Getting There ​

Go to Finances > Payment Requests in the main navigation. You will see the payment requests list with filters for status, provider, date range, and more.

Common Tasks ​

Creating a payment request ​

  1. Click New Request in the top-right corner.
  2. Select the country (locale) for the payment.
  3. Optionally search for an invoice by UUID. If found, details are auto-filled.
  4. Fill in remaining fields: provider, amount, classification, concept.
  5. Upload the signed payment form (required).
  6. For unapproved providers: select bank, enter CLABE, and upload bank statement and tax certificate.
  7. Click Save to submit the request.

Correcting a rejected request ​

  1. Open the rejected request from the list.
  2. Review the rejection reason shown in the details panel.
  3. Click Correct to open the edit form with pre-filled data.
  4. Make the necessary corrections.
  5. Click Save to resubmit. The request returns to pending status.

Programming a payment (Finance) ​

  1. Open an approved request from the list.
  2. Click Program.
  3. If the request has a linked invoice, review the tax breakdown shown.
  4. If no invoice is linked, select the appropriate transferred and retained taxes.
  5. Select the payment date.
  6. Click Program to confirm. If no invoice was linked, one is created automatically.

Viewing request history ​

  1. Open any request from the list.
  2. Scroll to the Event Timeline at the bottom of the details panel.
  3. The timeline shows all events chronologically: creation, approvals, rejections, edits, programming, payment, and any corrections.

Frequently Asked Questions ​

Can I edit a request after it's been approved? ​

The finance team can edit requests in pending, approved, or rejected status. Once programmed, the request must be unprogrammed first.

What happens when I correct a rejected request? ​

The request status changes back to pending and returns to the finance team's queue. A notification is sent to the finance channel.

How does the automatic payment work? ​

When the linked invoice is paid through the banking system (STP payment) or marked as paid manually in the accounting module, the payment request automatically transitions to paid status.

What if I create a request without an invoice? ​

The system creates an invoice automatically when the request is programmed. The invoice is classified with the accounting account selected in the request.

Who receives Slack notifications? ​

The request creator receives a direct message when their request is approved, rejected, programmed, or paid. When a creator corrects a rejected request, a message is sent to the alert-payment-requests Slack channel.

Yes. Invoices can be linked at any point before the request is paid or cancelled, as long as no invoice is already linked.

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