What are Batches?

Batches let finance teams group payables into a single pay run, while acting as a durable system record of how the payables were prepared, released, and processed. Batches are managed from the Batches list, located directly below the Payables in the left-hand navigation.

Why use Batches?

Batches support common AP and treasury workflows, including:

• Cash flow coordination
  Organize pay runs to align with funding availability, forecasted outflows, or internal release schedules.

• Separation of duties
  Prepare payments ahead of time while restricting final release authority.

• Transaction consolidation
  Bundle multiple payables into fewer vendor transactions while maintaining invoice-level traceability.

• Clear audit trails
  Preserve a durable record of how payables were grouped, released, and resolved.

Key concepts

Batches

A batch represents a collection of payables that are released together. Batches move through defined statuses as they are prepared, released, processed, and completed.

Payment groups

When payables are added to a batch, OpenEnvoy automatically creates payment groups. A payment group represents a transaction sent to a vendor, based on:

• Vendor

• Send to account

• Payment method

Multiple payables may be bundled into a single payment group, reducing transaction volume while preserving invoice-level visibility.

Payable eligibility for batching

Only certain payables can be added to a batch:

Eligible payables:

• For Payment payables

• Failed or Returned payables that were previously released individually

Not eligible for batching:

• Pending payables

• Failed or Returned payables that are already part of a batch

If a payable is Failed or Returned because its associated payment group failed, the error must be resolved at the batch level. These payables cannot be independently rebatched.

Batch preparation and roles

Admins can:

• Create batches

• Add or remove payables

• Prepare batches for release

• Mark batches as Ready

Payment Admins can:

• Perform all Admin actions

• Release batches for payment

• Release batches from Draft or Ready status

This separation supports additional review and control before funds are released.

Creating a Batch

Creating a batch is designed to be fast and flexible.

You can create batches by:

1. Navigating to the Payables list

2. Filtering payables by relevant criteria (e.g. vendor, due date, amount)

3. Selecting payables individually or in bulk

4. Choosing Add to batch from the workflow actions

Payables can also be added directly from a batch's detail view.

Batch statuses

Batches move through the following lifecycle:

Draft

The batch is being prepared, so payables may be added or removed.

Ready

The batch has been marked as ready for release.

Only Payment Admins can release payment.

Processing

The batch has been released and payment groups are processing.

• Payment groups process independently

• Payment group statuses update as they complete

• The batch remains in Processing until all payment groups finish processing

Exception

At least one payment group encountered a payment error (Failed or Returned).

Completed

All payment groups have finished processing, and any payment errors have been resolved.

Payment group statuses

Payment groups follow the same status model as individual payables, as described in 📄 Paying Invoices in OpenEnvoy: Payable statuses

Once a payable is added to a batch:

• Its payment lifecycle and status is governed by the batch

• Any payment errors must be resolved at the batch level

• The payable remains linked to its batch and payment group for audit purposes

Resolving payment errors

Payment group errors can be resolved as soon as they occur, even if the batch is still Processing.

Available resolution actions include:

• Rebatch payables from the failed payment group into a new batch (most common)

• Mark as paid externally

• Delete payables

When a payment group error is resolved:

• The payment group and associated payables remain visible in the original batch as resolved

• The resolution action is recorded for auditability

Once all payment group errors are resolved, the batch automatically moves to Completed.

Payable visibility and traceability

Once batched, payables surface additional context, including:

• Batch name

• Payment group association

• Payment status and resolution details

This ensures full traceability between a payable and the batch that processed it.

JIT funding batch payments

For customers using Just-In-Time (JIT) funding:

• OpenEnvoy orchestrates a single debit against your funding source for the released batch

• Individual transactions are then created from your payment account for each payment group

This enables consolidated funding while preserving vendor-level payment execution.

Need more help?

You can contact us anytime though the Help section in the app or by emailing support@openenvoy.com.