Accounts Payable: Pay an Expense Invoice

ManageCasa provides multiple ways to pay expense invoices, with additional payment options coming soon. You can pay invoices individually or save time by paying multiple approved invoices at once.

This article walks you through how to pay a single expense invoice, process multiple invoices in bulk, and understand how payment failures and partial payments are handled.

Before making a payment, make sure that:

• You have the appropriate role and permissions to access Payables and make payments.
• The invoice has completed the required approval process.
• You have a valid payment method available, such as a printed check, ACH, or a connected third-party payment provider.

Pay One Invoice at a Time

To pay an individual expense invoice:

1. Navigate to Accounting > Payables from the left-hand navigation.
2. Locate the invoice you want to pay.
3. Click the invoice to review its details.
4. Click the three-dots menu and select Make a Payment.
5. Select your preferred Bank Account & payment method.
6. Answer the question whether to notify the Payee.

Pay Multiple Invoices at Once

You can pay multiple approved invoices in a single workflow.

1. Navigate to Accounting > Payables.
2. From the list, select the checkboxes next to the approved invoices you want to pay.
3. Click Make Payments.

Only approved invoices can be selected for bulk payment. This helps prevent invoices that have not completed the approval process from being paid accidentally.

A guided window will walk you through the remaining steps.

1. Choose a Payment Method

Select how you want to pay the invoices. Available options include:

• Check
• ACH
• Other Payment options

If you choose to pay via Check, Review or Edit the Check Number and select if to be printed locally then select the appropriate Check template to use.

2. Choose How to Group Payments

If you have multiple invoices for the same payee, you can choose whether to:

• Combine everything owed to the payee into a single payment, or
• Keep each invoice as a separate payment.

3. Choose Whether to Notify the Payee

Choose whether you want to notify the payee that their payment is on the way.

Review your payment selections and follow the prompts to complete the payment.

If you are printing checks, ManageCasa generates all of the checks together in a single file, whether you are printing a few checks or a large batch.

Once a payment is completed, the invoice moves from the open list to the Paid section under Accounts Payable. This gives you a clear, searchable record of payments, including who was paid, when the payment was made, and how it was paid.
For payments that were unsuccessful, go to the Failed tab. Click the question mark icon to view the reason for the failed payment and determine the appropriate next steps. 

Important Notes

• The Payables list is designed for a fast, straightforward pay-in-full workflow.
• If a single bill needs to be paid partially, the partial payment must be created from the Transactions tab instead.
• If a payment cannot be completed—for example, if the associated property or association does not have sufficient available funds—the payment will appear in the Failed section with an explanation of the failure.

• Additional payment methods may become available as ManageCasa expands its payment options.

   

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!