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Payment Statuses

What each status means and the screen that shows it.

A payment moves through a sequence of stages from the moment it’s created to the moment it settles. This page explains the statuses you’ll see, and points you to the right screen for each. If a stage doesn’t apply to a payment, it’s skipped; e.g., a payment set to send today, with funds available and no approval needed, goes straight to completed.

The payment lifecycle

Every payment sits in one of four high-level states. You’ll see these named directly on the Search screen, which covers the whole lifecycle in one place:

Status Meaning Where to find it
Approval Waiting for someone to approve it before it can send. Approvals · Search
Pending Approved, but not yet sent, its either scheduled for later or awaiting funds. Pending · Search
Exception Something went wrong. The payment errored, was rejected, or was cancelled. Exceptions · Search
Completed Sent successfully. Search · Account Transactions

While a payment is pending

On the Pending screen, the Reason column tells you what an approved payment is waiting for:

Reason Meaning
Future Dated Scheduled to send on a future date. It will send on that date, provided funds are available.
Awaiting Funds The send date has arrived, but the payment is waiting for enough money in the account. It will send once funds are available. You’ll only see this if Hold for Funds is enabled for your setup.
Processing The payment is being sent right now. This is a brief, in-progress state.

Awaiting approval is a separate stage. A payment that still needs sign-off shows as Approval and lives on the Approvals screen, not Pending. Once approved, a payment moves to Pending (or sends straight away if it’s due and funded).

When a payment becomes an exception

On the Exceptions screen, the Reason column tells you what went wrong:

Reason Meaning What to do
Error The payment failed during processing. For example, invalid account details. Select More Info to see why, then re-create the payment with the correct details.
Rejected An approver rejected the payment before it was approved. No action needed. Re-create it if it was cancelled by mistake.
Cancelled A user cancelled the payment after approval, while it was still pending. No action needed. Re-create it if it was cancelled by mistake.

A payment is only ever in one place: if it becomes an exception, it leaves Pending and appears on Exceptions.

Batch statuses

A batch contains many payments that can each be at a different stage, so a batch status is a summary. You’ll see these on Search:

Status Meaning
Approval All payments in the batch are awaiting approval.
Pending Some payments are queued or future-dated; others may already be completed.
Exception One or more payments hit errors; others may be completed.
Cancelled The batch was cancelled. Note that some payments may have completed first.
Completed All payments in the batch were sent successfully.

To see the individual status of every payment in a batch, open the batch on the Pending, Exceptions or Search screen.

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