Overview

Remittance advice helps suppliers understand which bills were included in a payment run, how much was paid by cash and which credits were applied, where applicable. Batchly sends a remittance email with an attached PDF containing the itemised breakdown.

You choose when to send from the Send Remittances step. You can send immediately or select Skip Remittances and continue to the report.

How Remittances Fit Into the Workflow

For a typical run that includes a bank payment:

1. Select the Pay From account and payment date.
2. Review payment amounts if you have selected partial payments, then generate and download the supported banking file.
3. Complete Apply Credits if this step is shown.
4. Upload the banking file to your bank and confirm the payments have been processed before completing Mark as Paid in Batchly.
5. Continue to Send Remittances, then send or skip the emails.
6. Continue to the report.

Before You Begin

• Each supplier you want to email needs a valid email address in Xero.
• Add or correct supplier email addresses in Xero under Contacts, then sync your organisation in Batchly.
• Suppliers without an email address cannot receive an email remittance until an address is added and synced.
• Check the payment or credit-settlement outcome before notifying suppliers.

What Happens After You Mark as Paid

Mark as Paid records the run's cash payments in Xero and reduces the outstanding bill balances. A bill becomes Paid only when its outstanding balance has been fully settled.

Once processing completes, continue to Send Remittances to review suppliers and their email status. Completing Mark as Paid does not automatically send the emails.

Sending Remittances

1. Review the supplier list and email addresses.
2. Click Send Remittances to start sending.
3. Monitor the status for each supplier. Larger runs may take several minutes.
4. When processing finishes, review any failures or missing email addresses, then select Continue to Report.

The attached PDF provides the itemised breakdown for the supplier. Depending on the run, it can include cash payments, credit allocations and remaining balances.

Skipping and Sending Later

Select Skip Remittances to continue to the report without emailing suppliers.

1. To send later, open Payments and locate the payment run.
2. Open its remittance options and review the unsent suppliers.
3. Use the available send action, such as Send All, to send the outstanding remittances.

Monitoring Remittance Status

• Queued / Sending – Waiting to be sent or currently being sent.
• Sent – The email was accepted for delivery. This does not confirm delivery to the supplier.
• Delivered – The email reached the recipient's mail server. This does not confirm that the supplier has read it.
• Failed – Batchly could not send the remittance. Review the error before trying again.
• Hard bounce – A permanent delivery failure. Confirm the supplier's email address, correct it in Xero if needed, then sync Batchly before resending.
• Soft bounce – A temporary delivery delay. The mail server may retry automatically, so check again later before resending.
• No Email / Unable to Send – Check the supplier's email address and any displayed error. If the address is missing, add it in Xero and sync Batchly.

If an email is reported as spam, confirm the address with the supplier before sending again. Contact support if the address is correct. Updating an email address and syncing does not itself resend a remittance; use the available send or resend action afterwards.

Remittance Sender and Branding

Your organisation's remittance settings control available branding and email content options, such as the logo, trading name, email subject and footer.

Custom Domain lets a configured organisation send remittances from its own email domain. It is included with Scale and available as a paid add-on for Core and Plus. Contact Batchly to arrange setup or change a configured From address.

If a custom sender needs attention, use Check health in the sender settings and follow the guidance shown. Batchly does not automatically switch an existing custom-sender run to the standard sender. Use Send this run from Batchly only if that option is offered for the run.