Payment Approval Process

To enable payment approval, visit the Administration section and fill in the Number of approvals required field.

• When the Number of approvals required is different from 0, some payments will need to be approved before being processed.
• When the Number of approvals required is equal to 0 payments can be made without prior approval.

Payments requiring approval can be specified in the Administration / Payment Methods Requiring Approval section. You have the choice to set up an approval process for the following payment methods:

• Cash
• Checks
• Credit Card
• Debit Card
• Wire Transfers
• Otonom Solution
• Pre-Authorized Debits

Tip

Customize which payment methods require approval based on your building’s needs. Not all payment methods need to go through the approval process.

Once approval is enabled, when a payment is made, administrators approving payments will receive an email asking them to approve or reject the payment.

• On the Payment / Approvals page, by clicking the information icon on the left, an administrator can access the billing information as well as a copy of the invoice.
• To approve a payment, simply click the Approve button. To reject a payment, use the Reject button.
• If the administrator needs clarification, he can use the Note button to ask questions or add comments and the building manager will be notified.

Note

The people in charge of approving payments are the users identified in the Administration / Users section with the Administrator approving payments type.

Tip

Once the number of administrators required have approved the payment:

• For a payment by check: the check associated with the transaction can be printed with the signatures of the administrators who approved.
• For a payment by Otonom Solution: the Otonom transaction can be sent to Otonom.