The Payments page
All invoices and reimbursements that go through the review and approval workflow successfully end up in the Payments page, where you can manage all your payments through their lifecycle seamlessly.
There are two ways of managing payments:
Pay with Moss: pay invoices and reimbursements globally with bank transfers from your Moss wallet.
Managing payments manually: manage payment statuses, download SEPA files (EEA only) and mark items as paid
Pay with Moss
⚠️ A pre-requisite for EEA customers is to setup Pay with Moss.
Pay with Moss enables you to pay employee reimbursements and supplier invoices directly through the Moss platform from your Moss debit wallet, whether you need to make domestic or international bank transfers.
To get started, ensure that you have sufficient funds in your wallet. You can top up instantly both in the UK and EEA, with Faster Payments and SEPA Instant respectively.
How to pay from your Moss wallet
Note that 2-factor authentication (2FA) is required for payment authorisation can only be performed through the Moss mobile app for enhanced security.
The payments workflow consists of the following steps:
Authorise
Payments require a 1st authorisation with 2FA from an Admin user–in line with 4-eye principle–before a payment can be initiated. All payments that have not yet received their 1st authorisation will appear here to be reviewed and authorised.
Once 2FA is completed successfully, the payment will move to the Pay tab.
Pay
All payments that have received a 1st authorisation will be visible in this tab, ready for a second Admin user to perform the 2nd authorisation with 2FA, and in turn initiate the payment.
When payments are initiated, they are typically processed in seconds. However, while they're being cleared the details of the payments in progress will be visible.
Lastly, all payments in progress or completed will be in the Paid tab. Those that have a paid status can then be exported to your accounting software.
Payment order confirmation
Once a payment is in Paid status, meaning that it has been cleared and sent to the beneficiary, you are able to download a "Payment order confirmation" as PDF that can be shared e.g. with your suppliers when needed.
4-eyes principle for payment authorisation
Security when handling balances and payments is essential, not only to minimise errors but also to prevent fraud. That's why 4EP is enabled by default for payments, providing an added layer of security where two admins are required to authorise a payment before its initiation.
In case 4EP is not being used, there 'Authorise' tab will not be visible and payments can be completed directly from the 'Pay' tab with 2FA by Admins.
Exporting payments
Managing payments manually
Generate SEPA files (EEA only)
With Moss, you can easily generate SEPA payment files to then upload to your online banking to pay for invoices and reimbursements.
All you need to do is select 'Download SEPA Payment file' in the payment side panel or else select one or multiple payments from the payments page and then select the download button to include them all in the file. Choose the bank account to be used as debtor and the relevant payment execution date–date when the payment will take place–and download the SEPA file.
Then, upload the payment file to your online banking to initiate the bank transfers to your suppliers and / or employees and complete the payment run.
Please make sure that your suppliers in Moss have a valid IBAN number.
Marking an item as Paid vs marking them as SEPA exported: When you export a SEPA file, you can choose whether you want to mark the respective item(s) as paid or not. If you choose to mark them as paid, your invoices and / or reimbursements will transition to the Export tab with status 'Paid via SEPA'.
Alternatively, if you don’t mark them as paid, your invoices will remain in the Pay tab with payment status SEPA exported. If you choose for the later option, you will need to mark them as paid once the payment file has been successfully uploaded to your banking environment.
Manually marking items as paid
At any stage of the invoice flow, admins and accountants can manually mark invoices as paid, even before review and approval, to cover for those cases where the invoice has been paid in advance, for example via direct debit.
Ensuring accurate bank details of recipients
When paying invoices, ensure that your suppliers' (also referred to as recipients) bank account details are stored in Moss. This can be added manually to every supplier account you import into Moss, or if you have connected your accounting software we will pull those details automatically as part of the accounting sync.
When paying reimbursements, employees need to add their bank details to their profile page or else they may be imported from your HR software. To update their details manually they can find them under Settings > Profile.
⚠️ Please note: Our ability to automatically import supplier bank account details depends on which accounting software you are using.
Frequently Asked Questions (FAQs)
Which users can make payments from the Moss Wallet? Given that company funds are involved, this action is only available to admin users.
Which organisations can generate SEPA payment files? Given that SEPA is a European standard for EUR payments, only EEA organisations can generate SEPA files.
Does sending an invoice back to Review change its payment status? No, invoice status and payment status are completely separate from each other. Thus, sending an invoice back to review will leave its payment status unchanged.
Is it possible to set up a direct debit mandate with my Moss IBAN? No, we do not support direct debits. Any invoice where the creditor was paid through a direct debit can be marked as paid manually.