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

Pay-To Destination NEW 2026-05-31

Every payment request now captures the destination at submission time so treasurers don't have to chase Zelle handles or bank info when it's time to send the money.

The submitter chooses one of two pay-to modes on the request form:

• Reimburse me — uses the submitter's own Zelle email or phone. They can populate their own info right in the form if it isn't on their profile yet.
• Pay a vendor — pick from the existing vendor list, or capture a one-off payee name with Zelle email and phone. If the vendor record has a stored preferred payment method, the request inherits it automatically.

Each request also includes a preferred payment method selector (Any, Zelle, Check, ACH, Cash, or Other) so the treasurer knows how the payee wants to receive funds before reaching for the payment buttons.

Convert a one-off payee into a vendor

When a submitter enters a one-off payee that isn't already in your vendor list, the request detail view shows a + Save as vendor button. Clicking it spins up a new vendor record using the captured payee name, Zelle email/phone, and preferred method — and links the request back to the new vendor. No re-typing required.

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.
• Cancel: Withdraw the request from the workflow entirely.

Once the request is approved, three distinct payment options unlock — see Three Payment Buttons 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.

Three Payment Buttons (And When To Use Each) NEW 2026-05-31

Once a request hits approved status, the payment buttons appear in the action row. Every button carries a plain-English tooltip on hover so the difference between "I paid this" and "I recorded that I paid this" is unambiguous.

In-App Zelle Pay-Out TEMPORARILY UNAVAILABLE

The one-click "Pay via Zelle" action is currently unavailable: the third-party payment provider it relied on discontinued its service in July 2026. You can still pay via Zelle through your own bank's app or website — the Zelle email/phone captured on a request is displayed for easy reference — then use Record Payment to write the journal entry. We're evaluating replacement payment rails and will re-enable in-app sending if a suitable one becomes available.

PayFlow Preferences NEW 2026-05-31

The Settings button on the PayFlow dashboard opens a small preferences modal:

• Notify payee when paid (default): When on, vendor payees receive a "Payment sent to you" email automatically. Individual requests can override this default through the message thread or the API.

Record Payment (Writing the Journal Entry)

When the actual payment moved outside BizBooks Pro (a Zelle send from your bank's app, a check from your bank's online bill pay, a wire transfer initiated manually, a cash withdrawal), use Record Payment to log the journal entry:

1. Navigate to the request detail view
2. Click Record Payment (renamed from "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 entry

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.