Draft

What it means: The payable is currently being prepared and has not been finalized or sent to the contractor.

Technical condition: The payable status is set to Draft.

Illustrative scenario: You have started creating a payable but haven't filled in all the necessary details or decided to save it to finish later.

Action required: Review and complete the payable details before submitting it for approval or payment.

Cancelled

What it means: The payable has been cancelled and is no longer active. No further processing will happen for this payable. If the invoice was funded but not paid out, you will need to work with Wingspan support to recover the funding.

Technical condition: The payable status is set to Cancelled.

Illustrative scenario: A project was put on hold or cancelled, and you no longer need to pay the contractor for the associated work. Alternatively, an error was made in creating the payable, and it needs to be cancelled rather than corrected.

Action required: No further action is needed for the cancelled payable. However, if the invoice was funded but not paid out, contact Wingspan support to initiate the process of recovering the funds.

Action Required

This status indicates that an action is needed from you to move the payable forward. There are several reasons why a payable might require your attention.

Approval Needed by You

What it means: The payable is awaiting your approval before it can proceed to payment.

Technical condition:

• The payable status is Open or Overdue.
• The client workflow status is neither Approved nor PaymentInitiated.

Illustrative scenario: The contractor has submitted an invoice for work completed, and it's pending your review and approval.

Action required: Review the payable details and approve it so that the payment process can begin.

Contractor Disputed the Payable

What it means: The contractor has disputed the payable.

Technical condition:

• The contractor workflow status is Disputed.
• The contractor has disputed the payable, and it hasn't been resolved by you yet.

Illustrative scenario: The contractor disagrees with the payable details, perhaps due to incorrect amounts or terms, and has formally disputed it.

Action required: Review the contractor's concerns, communicate with them to resolve any issues, and update the payable accordingly.

Contractor Resubmitted the Payable

What it means: The contractor has made changes and resubmitted the payable after a previous dispute or decline.

Technical condition:

• The contractor workflow status is Resubmitted.
• The contractor resubmitted the payable after you previously declined it.

Illustrative scenario: After addressing your feedback, the contractor has updated the payable and resubmitted it for your approval.

Action required: Re-evaluate the payable and decide whether to approve or decline it.

Scheduled

Indicates that the payable is scheduled for payment on a future date.

Payment Scheduled

What it means: The payable has been approved and is scheduled for payment according to your payment schedule.

Technical condition:

• The payable status is Open or Overdue.
• The client workflow status is Approved or PaymentInitiated.

Illustrative scenario: You have approved the payable, and it is set to be paid on the next scheduled payment date.

Action required: No immediate action is needed unless you wish to adjust the payment schedule.

To Be Funded

What it means: The payable is approved but awaiting funding before payment can be processed.

Technical condition:

• The payable status is Pending.
• The client workflow status is Approved.

Illustrative scenario: The payable is approved, but funds need to be allocated or transferred to complete the payment.

Action required: Ensure that funds are available for the upcoming payment.

Paid

Indicates that the payable has been paid or funds have been allocated for payment.

Payment Completed

What it means: Payment has been successfully processed and the contractor has received the funds.

Technical condition: The payable status is Paid.

Illustrative scenario: The payment to the contractor has been completed and cleared.

Action required: No further action is needed.

Funded for Payment

What it means: Funds have been allocated for this payable, and payment is in the process of being made.

Technical condition:

• The payable status is Pending.
• The client workflow status is PaymentInitiated or Funded.

Illustrative scenario: You have initiated the payment, and the funds are in transit to the contractor.

Action required: No action is required unless you need to make changes before the payment is completed.

Payment In Transit

What it means: The payment has been initiated and is currently on its way to the contractor.

Technical condition: The payable status is PaymentInTransit.

Illustrative scenario: You have processed the payment, and it is going through the banking system to reach the contractor.

Action required: No action is needed unless there are issues with the payment transfer.

Awaiting Contractor

What it means: The payable cannot proceed until the contractor completes certain eligibility requirements.

Technical condition:

• The payable status is Pending.
• The client workflow status is not Approved, PaymentInitiated, or Funded.

Illustrative scenario: The contractor needs to provide tax information or complete compliance documentation before payment can be processed.

Action required: The contractor should complete the necessary requirements. You may wish to follow up with them to ensure they are aware of what's needed.

Note on Contractor Invoice Acceptance

Please note that only some payers require contractors to accept or dispute invoices before they are paid. If you wish to enable contractor invoice acceptance for your account, please contact your Account Manager for assistance.