Frequently Asked Questions

Promis Overview

For a detailed description of all Promis functionality and especially how to work through the initial setup, check the Promis Overview.

Onboarding

How long does it take for the 1c payment to go through to verify my bank account in Promis?

If you make the 1c payment before 4pm, your bank account should normally be verified by midday the next business day.

Dashboard

Can I allocate lines to different expense accounts in the Promis dashboard?

Most invoices are coded to a single expense category. To keep things simple, we have only implemented a single expense category per invoice.

How does Promis deal with duplicate bills?

No duplicate bills will ever reach Promis when your supplier is connected.

When you upload a duplicate bill through the OCR process, we highlight that the bill is a duplicate. We flag it as a duplicate when the supplier, invoice number, invoice date and invoice amount all match. You can alter the invoice number (e.g. put “-1” behind it) to accept and process it or delete it.Duplicate Bill NotificationIf you have entered the same bill directly into your accounting system, Promis will not pick it up as a duplicate. We only check against bills that come through Promis.

Getting Paid

How long will it take for payments to reach my bank account?

At present we use Stripe for credit card payments. Once your Stripe account is fully activated, payouts will take 2 business days from payment.

Bank transfers take 3 business days due to bank security regulations. We are working in different ways to improve payments and will update you when possible. When payers use the “Pay When Due” function, we make the payment early enough for you to receive the amount on the due date.

How do payments show in my accounting system when reconciling?

We create a payment in your accounting system for each payment you receive through Promis. All payments are made to the clearing account you have selected in the setup. We also create an aggregated transfer transaction to the relevant bank or credit card account that matches your bank feed.

Receive PaymentImagine one of your customers pays five of your $1,000 invoices. Five payments are created (one for each invoice) inside your accounting system with the date that the payments will reach you. All these are made to the clearing account.

When the funds are transferred to your bank account, we create the relevant transfer transaction. For bank payments it takes 3 days after payment and is aggregated by customer. For credit card payments it is 2 days after payment as a single aggregated transaction.

With regards to the Stripe merchant fees that might apply, we book an invoice at the end of the month and automatically pay it off from the clearing account (as the fees have already been taken out during the transaction).

Paying Bills

My supplier is connected to Promis and has emailed a bill. Why is it not showing up in my Promis dashboard.

In most cases, this is because the supplier has not completed their account setup. They need to review their contact details in Manage Organisations. Before they do this, we cannot accept their bills as valid tax invoices.

They should see a notification on their dashboard with a red mark next to it, asking this to be done. Just ask them follow the notifications as a good rule of thumb.

I clicked “Pay When Due”. Why has Promis booked the payment 3 days before the due date?

Promis makes sure that your supplier receives their funds on the due date so that you do not pay any late fees. Due to bank regulations, this takes 3 business days. We are working to speed up payments and will update you as soon as this is technically possible. If there is a weekend in between sourcing the funds from your account and paying your supplier, payments might even be taken 5 days early.

How do the bill payments show in my accounting system when reconciling?

We create a payment in your accounting system for each payment you make in Promis. All payments are made from the clearing account you have selected in the setup. We also create an aggregated transfer transaction to the relevant bank or credit card account that matches your bank feed.

Payment MadeImagine you pay five $1,000 invoices. When you make the payments in Promis, we create a payment entry for each invoice (from your selected clearing account) into your accounting system.

At 4pm each business day, Promis aggregates all bank payments from that day into a single direct debit from your bank account. At that point, a single transfer is added in your accounting system from the clearing account to the bank.

That means the clearing account is balanced and your bank feed matches that single transfer.

For credit card payments, we also use the clearing account to book the payment. The transfer we create to your credit card account is the actual money that will be deducted (incl any merchant fees charged). If you agreed to any fees for credit card payments, we will send you an invoice at the end of each month. It books the fees into the credit card fee account you have selected. As the fees are already taken out, we just pay it off from the clearing account, which brings that back into balance.

Any Other Questions

Please ask and we’ll get back to you as soon as we can.

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