With Gusto Bill Pay’s approval workflow, you can add an extra checkpoint to your payments. When payments require approval, authorized team members can review them and decide whether to approve or decline them.
This feature is only available on the Gusto Money Plus tier. Learn more here.
This article explains how to approve or decline payments and how to view the payment details before making a decision.
In this article:
How to approve or decline a payment
You’ll receive an email notification when a payment requires your approval. Follow these steps to either approve or decline it:
1 - Open your Gusto Bill Pay dashboard.
2 - Select the Approvals tab.
3 - In the Approvals tab, you can see all payments that require your review. Find the one you want to review.
How to see more information about a payment
a. Select the desired payment from the list.
b. A Payment and bill details window will appear.
c. If the payment has an invoice attached, you can:
- View invoices instantly: There's no need to download files.
- Navigate multi-page documents: Use the built-in viewer to scroll through all pages of multi-page PDFs.
- Switch between multiple attachments: If several invoices are attached, you can easily navigate between them using the arrow icons at the top right.
- Identify invoices at a glance: Invoice attachments are clearly displayed in your dashboard tables for easy identification.
4 - After viewing the payment details, you can approve or decline it.
How to approve the payment
Select the Approve button next to the payment.
You can also select Approve in the Payment activity window.
That’s it! The payment is now scheduled. It will move to the Payments tab with a status of Scheduled.
You and the team member who scheduled the payment will get an email confirmation that the payment was approved.
How to decline the payment
1 - Select a three-dot icon next to the payment. Then, select Decline.
Alternatively, you can select Cancel payment. This action returns the payment to the Bills tab as an unpaid bill.
2 - A pop-up window will appear asking you to confirm the action. Select Decline to complete the process.
If needed, you can leave a decline note for the payment creator.
The declined payment will move to the Payments tab, marked as Declined.
That’s it. You and the team member who scheduled the payment will get an email confirmation that the payment was declined.