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Vendor Payment Requests

The Vendor Payment Requests feature enables site managers and project managers to submit payment requests for vendors through a structured approval process. This provides a formal mechanism for field teams to communicate payment needs to the central finance team, ensuring that all vendor payments are properly authorized before being processed through the Accounts Payable module.

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Access Payment Requests from Finance > Payment Requests. Site and project managers can create requests, while finance approvers can view and process them from the same screen.

Payment Request Approval Workflow

Create Request Site/Project Mgr Vendor, Job, Amount Priority, Due Date Submit Sent to Finance for review Approve Finance Head reviews & approves Process Payment Bank Payment voucher linked to AP bill Processed Vendor paid Request closed Rejected Returns to requester
Vendor Payment Request form showing vendor selection, job, requested amount, priority, and approval workflow status
Vendor Payment Request submission and approval tracking

Purpose and Use Cases

In construction operations, site teams often need to request payments for vendors, subcontractors, and service providers. The Payment Request feature bridges the gap between field operations and the central finance department by providing:

  • Formal request mechanism — Site managers can formally document the need for a vendor payment with supporting details and justification
  • Authorization trail — Every payment request goes through an approval hierarchy, creating a clear audit trail of who requested and who approved each payment
  • Cash flow visibility — Finance teams can see upcoming payment obligations from all sites and plan cash flow accordingly
  • Prioritization — Multiple payment requests can be reviewed and prioritized based on urgency, amount, and project criticality

Creating a Payment Request

To submit a new vendor payment request:

How to Create a Fund Request 0:42
  1. Navigate to Finance > Payment Requests
  2. Click New Payment Request
  3. Fill in the required fields as described in the table below
  4. Attach any supporting documents (vendor invoice, delivery confirmation, work completion certificate)
  5. Click Submit to route the request into the approval workflow

Payment Request Fields

Field Description Required
Vendor The vendor or subcontractor to whom the payment is to be made Yes
Job / Project The project or job against which the payment is being requested Yes
Requested Amount The payment amount being requested Yes
Payment Purpose Description of why the payment is needed (e.g., material delivery, milestone completion) Yes
Priority The urgency level of the payment request (Normal, High, Urgent) Yes
Reference Document Link to the related PO, WO, or bill against which payment is being requested No
Requested By Automatically populated with the name of the user creating the request Auto
Request Date The date on which the payment request is created Auto
Attachments Supporting documents such as vendor invoices, delivery challans, or work certificates Recommended

Approval Process

Payment requests follow a structured approval workflow that ensures proper authorization at each level before the payment is processed.

  1. Submission — The site or project manager creates and submits the payment request
  2. Review — The request is routed to the designated approver(s) based on the configured approval hierarchy (typically the project head or regional manager)
  3. Approval / Rejection — The approver reviews the request details and supporting documents, then approves or rejects with comments
  4. Finance Processing — Upon approval, the request is forwarded to the finance team for payment processing through the Accounts Payable module
  5. Payment Execution — The finance team processes the actual payment through the appropriate voucher type (Bank Payment or Cash Payment)

Request Status Lifecycle

Status Description Action Required
Draft Request created but not yet submitted Requester to complete and submit
Submitted Request submitted and awaiting approval Approver to review
Approved Request approved; awaiting payment processing Finance team to process payment
Rejected Request rejected with comments Requester to review comments and resubmit if needed
Processed Payment has been executed by the finance team None — request is complete
Tip

Always attach supporting documents (vendor invoices, delivery receipts, work completion certificates) to your payment requests. This speeds up the approval process and reduces the likelihood of requests being sent back for additional information.

Integration with Payables

Once a payment request is approved, it feeds into the Accounts Payable module for actual payment processing. The finance team can:

  • View all approved payment requests in a consolidated queue
  • Match requests against registered bills in the Payables module
  • Process payments through Bank Payment or Cash Payment vouchers
  • Upload payments to Razorpay-X for automated payout processing (if configured)
Important

A payment request is a request for payment authorization, not a bill registration. The actual vendor bill must still be registered in the Accounts Payable module against the appropriate PO, Capital PO, or WO. The payment request serves as the authorization layer that allows site teams to initiate the payment process.

Best Practices

  • Submit early — Submit payment requests well in advance of vendor payment deadlines to allow adequate time for approval and processing
  • Provide complete information — Include all relevant details and supporting documents to minimize approval delays
  • Link to source documents — Reference the related PO or WO number to help the finance team quickly locate the corresponding bill
  • Use priority appropriately — Reserve the "Urgent" priority for genuinely time-sensitive payments to maintain the effectiveness of prioritization
  • Monitor request status — Check the status of submitted requests regularly and respond promptly to any rejection comments