Features

Product Features

A complete payment management solution with role-based workflows, duplicate payment prevention, and bank-ready exports — all connected to Xero.

Xero Integration

Seamlessly connect to your Xero accounting software with OAuth authentication.

  • One-click authorization with Xero
  • Support for multiple Xero organizations
  • Automatic token refresh for uninterrupted access

Role-Based Access Control

Enforce segregation of duties with distinct Owner, Loader, and Approver roles.

  • Owner — full access including billing, workflow, and team management
  • Loader — create batches and manage banking details
  • Approver — review and approve payment batches, read-only banking
  • Real-time role badges on the dashboard for instant context

Ownership Transfer

Securely transfer organizational ownership between team members.

  • Multi-party acceptance workflow with explicit confirmation
  • Bulk transfer of multiple organizations in a single action
  • Automatic role reassignment for outgoing owner
  • Email notifications with audit trail

Duplicate Payment Prevention

Built-in safeguards to prevent accidental double payments.

  • Automatic detection of identical amounts across selected items
  • Warning modal shows the specific amounts and involved suppliers
  • Applies to both batch creation and approval submission flows

Aged Payables Management

View and manage all outstanding supplier invoices imported from Xero.

  • Complete invoice details including dates, amounts, and overdue badges
  • Add payment references
  • Visual banking status indicators (Linked vs Missing)
  • Persistent notes per supplier for payment context

Purchase Order Tracking

Manage authorized purchase orders alongside your regular payables.

  • Import POs directly from Xero with automatic status tracking
  • See which PO's have not been billed yet

Flexible Payment Amounts

Adjust payment amounts for partial payments or deposits.

  • Edit pay amounts inline with smooth local-state typing
  • Visual border indicators for modified amounts
  • Validation prevents overpayment — clamped on blur
  • Original invoice amounts preserved for reference

Banking Details Management

Securely store and manage supplier banking information.

  • Store bank name, account number, branch code, and account type
  • Dual email notification support (e.g. for FNB and Sasfin formats)
  • Bank confirmation letter uploads with secure cloud storage
  • Strict permissions — only Owners, Loaders and Users can edit banking details

Approval Workflow

Multi-step batch approval system with email notifications and status tracking.

  • Loaders submit batches → Approvers review and approve or reject
  • Automated emails for submission, approval, rejection, and reminders
  • Status-based locking prevents editing of in-flight batches
  • Batch reset permissions segmented by role and batch status

Security & Data Isolation

Enterprise-grade security ensuring your data stays private and protected.

  • Complete data isolation between organizations
  • Users only access organizations they've been invited to
  • Role-based permissions prevent unauthorized changes
  • Server-side validation for all sensitive operations

Bank-Ready CSV Export

Generate payment files for direct upload to your bank.

  • Bank file exports supported
  • Configurable source bank account per organization
  • Combines bills and POs in a single export

PDF Payment Reports

Create professional, payment reports for audit and approval.

  • Reports with batch details
  • Separate sections for Bills and Purchase Orders
  • Payment summary with totals and projected bank balance
  • Available to all roles

Multi-Organization Support

Manage payments across multiple Xero organizations from one dashboard.

  • Quick organization switching with role indicators
  • Separate data, banking details, and settings per organization
  • Granular team member access per organization
  • Organization-specific source bank accounts

Team & Invitation Management

Invite team members, assign roles, and manage access across organizations.

  • Email invitations with one-click onboarding for new users
  • Select All / Deselect All toggle for org assignment
  • Revoke access for active members or pending invitations
  • Metadata support for Name, Surname, and Designation

Email Notifications

Automated, transactional emails for every key workflow event.

  • Submission, approval, and rejection notifications
  • Reminder nudges targeting the designated approver
  • Ownership transfer notifications with bulk summary
  • Role change alerts delivered in real time

Smart Data Synchronization

Keep your data current with intelligent merge logic from Xero.

  • Merge preserves user edits, notes, and custom references
  • Paid invoices automatically cleaned up on refresh
  • Last refresh timestamp tracking per organization