Best Practices

Setting Up Efficient Workflows

Communication with Payees

• Send proactive communication about verification requirements
• Use suggested email templates from our Verification Process guide
• Keep payees informed about payment timelines
• Maintain clear records of all communications

Account Management

• Monitor account balance before scheduling payments
• Check Failed Payments section daily
• Review unlinked transactions regularly
• Use clear, consistent payment references
• Download statements monthly for records

Bulk Processing Tips

• Use bulk upload template for multiple payees
• Ensure all required fields are completed
• Double-check bank details before submission
• Keep copy of bulk upload spreadsheet for reference
• Monitor verification status through Payee Verifications dashboard

Security Recommendations

• Change passwords regularly
• Keep authentication app secure
• Never share authentication codes
• Log out when not using system
• Ensure only authorised staff have appropriate access levels

Standing Order Management

• Use Payment App for standing order setup
• Avoid weekend dates for first payments
• Keep record of standing order references
• Monitor for failed standing orders

Website Payments

• Add payment link to email signatures
• Include clear payment references
• Monitor Payment App for new transactions
• Keep website payment link easily accessible

Documentation Best Practices

• Save all verification documents
• Keep proof of address documents current
• Maintain clear audit trail
• Download monthly statements promptly
• Record any payment issues or resolutions