BizBooks Pro PayFlow

Manage the full lifecycle of payment requests inside BizBooks Pro -- from submission and approval to execution and recording. This guide walks through every feature of the PayFlow system.

Introduction

PayFlow is BizBooks Pro's built-in system for handling payment and reimbursement requests. It replaces the informal processes most organizations use (email, text messages, paper forms) with a structured digital workflow that enforces accountability and creates a permanent record of every action.

External stakeholders -- team members, freelancers, vendors, clients -- submit requests through a secure web portal. Those requests appear in your BizBooks Pro desktop app where authorized users can review, discuss, approve, reject, and ultimately record them as accounting transactions.

The cloud component is intentionally lightweight. It acts as a mailbox: requests arrive there temporarily, then sync to your desktop. After syncing, cloud data is cleaned up automatically. Your accounting records always live locally.

The Processing Queue

Open PayFlow from the sidebar: PayFlow > Request Dashboard. This is your central hub for managing all incoming payment requests.

Status Cards

Six summary cards across the top of the screen display real-time metrics:

• All Requests: Total count across every status
• Awaiting Review: New requests that have not yet been acted on
• In Approval Pipeline: Requests currently moving through an approval chain
• Cleared for Payment: Fully approved requests ready to be paid
• Total Value: Aggregate dollar amount of active requests
• Completed: Requests that have been paid and recorded

Search and Filtering Tools

Narrow down the list using the toolbar above the request table:

• Keyword Search: Matches against titles, descriptions, and reference numbers
• Status Filter: Isolate requests by their current workflow state
• Priority Filter: Show only requests at a specific urgency level
• Date Window: Specify start and end dates to limit the time range
• Dollar Range: Set floor and ceiling amounts to find requests within a budget threshold

Category Breakdown Chart

A horizontal bar chart beneath the filters visualizes how request dollars break down by category. Use this to identify which departments or expense types are driving the most volume.

Submitting Requests

There are two paths for creating a payment request:

1. Desktop app submission: Click New Request on the PayFlow dashboard. Complete the form with all relevant details -- title, dollar amount, category, urgency, and supporting documentation.
2. Portal submission: External users access the web portal, log in with their credentials, and fill out the request form. Their submission appears in your desktop app after the next sync.

Available Fields

Approving and Rejecting Requests

Click any row in the request table to open its detail panel. From there, you have full control over the request's lifecycle:

• Approve: Advance the request to approved status. If an approval chain is active, this progresses to the next authorization step.
• Reject: Decline the request. Add a note to explain the decision.
• Request Clarification: Set the status to "needs info" -- the submitter receives a notification asking them to provide additional detail or documentation.
• Mark Paid: Record that payment has been executed externally.
• Cancel: Withdraw the request from the workflow entirely.
• Convert to Transaction: Transform the approved request into a formal journal entry (see Recording Transactions below).

Communication Threads

Each request carries its own message thread. This replaces the back-and-forth emails that typically accompany payment requests.

Type a message in the text box within the request detail view and click Send. The submitter sees your message the next time they check the portal. When they reply, their response appears in the same thread inside BizBooks Pro.

Attachments uploaded during request creation are displayed in the detail view alongside the message thread. Download any file for local review by clicking the download button.

Recording Transactions

The most powerful integration point: converting an approved request directly into a double-entry journal entry.

1. Navigate to the request detail view
2. Click Convert to Transaction
3. Choose the debit account -- typically the relevant expense category (e.g., 6200 Office Supplies)
4. Choose the credit account -- typically the bank or cash account used for payment (e.g., 1020 Operating Checking)
5. Verify the dollar amount, transaction date, and memo
6. Confirm the conversion

BizBooks Pro creates the journal entry, updates all affected account balances, and links the transaction back to the original request. The audit trail connects the submission, approval, payment, and recording in one unbroken chain.

Setting Up Approval Chains

Approval chains determine the authorization path a request follows before it reaches your processing queue. Access them at PayFlow > Approval Chains.

Building a Chain

1. Click New Approval Chain
2. Assign a descriptive name (e.g., "Standard Review" or "Executive Authorization")
3. Add authorization steps. Each step designates a specific user who must sign off.
4. Arrange steps in the desired sequence using drag-and-drop
5. Save the chain

Requests assigned to an approval chain begin at the first step. The designated user at each step receives an email notification. The request advances only after the current step's approver signs off. A rejection at any step halts the chain immediately.

Common Configurations

Inviting Portal Users

Portal users are external people who submit requests through the web interface. Manage them at PayFlow > Portal Users.

How to Send an Invitation

1. Click Invite User
2. Provide their full name and email address
3. Choose a role if applicable (default: submitter)
4. Click Send Invite

The person receives a branded email with a link to create their account. The link remains active for 7 days. After setting a password, they can log into the portal and begin submitting requests immediately.

Access Controls

• Toggle Active/Inactive: Temporarily suspend a user's portal access without removing their account or request history
• Delete: Permanently remove the portal user record

Portal users see only their own submissions. There is no cross-visibility between portal accounts.

Using the Web Portal

The submission portal is a browser-based application that requires no software installation. Portal users access it through a URL provided in their invitation email.

What Portal Users Can Do

• View their dashboard: See personal request counts grouped by status
• Submit new requests: Fill out the request form with all details and file attachments
• Check request status: Monitor whether a request is pending, approved, or paid
• Exchange messages: Reply to questions from the accountant or approver
• Upload additional files: Add supporting documentation after initial submission

The portal is fully responsive and works on desktop browsers, tablets, and smartphones.

Cloud Sync

Data moves between the cloud portal and your desktop app through a sync process:

• Pulling data: Click the Sync Portal button on the PayFlow dashboard. This downloads new requests, messages, and file attachments from the cloud.
• Pushing updates: Status changes you make, messages you send, and user invitations are uploaded to the cloud during sync so portal users see current information.

Cloud storage is temporary by design. Synced data is automatically deleted from the cloud after 30 days. All permanent records live on your local PostgreSQL database.

Batch Processing

When you have a backlog of requests to process, batch operations save significant time:

1. Use the checkbox column to select individual requests, or click the header checkbox to select every visible row
2. Click Approve All or Reject All to apply the action to all selected items
3. The system processes each request individually and creates a separate audit log entry for every one

For targeted batch actions, apply filters first. For instance, filter to show only "pending" requests in the "Travel" category, select all, and approve the batch.

Quick Links

Quick links place one-click shortcut buttons on your PayFlow dashboard. Set them up at PayFlow > Quick Links.

Typical uses include:

• A direct link to your online banking payment page
• Your payroll provider's login screen
• A frequently used vendor portal
• An internal procedures document or expense policy

Each shortcut has a label, a URL, and an optional icon. They appear as buttons above the request table so you can jump to external tools without hunting for bookmarks.

Email Alerts

PayFlow dispatches automated emails at important workflow milestones:

Emails are sent through the existing BizBooks Pro email infrastructure using professionally designed templates. No additional setup or email service configuration is needed.