AP Payment Scheduling and Tracking in Salesforce
Approving an invoice is only half the job. Quick Payable shows where every approved invoice stands: exported, waiting for payment, or paid. Pay through the BILL integration and Quick Payable marks invoices Paid when the payment clears, or run payments in your ERP and sync status back.
Book a Free DemoKey Takeaways
- Quick Payable tracks each approved invoice through Exported, Waiting For Payment, and Paid.
- With the BILL integration, you can pay approved invoices by connected bank account or card. Quick Payable checks BILL and marks invoices Paid when payments clear.
- With an ERP, approved invoices are exported for your normal payment run, and payment status can sync back if your connection supports it.
- Plan payment runs with the AP Dashboard's upcoming payments view and a scheduled weekly report.
- Checks were the most targeted payment method in 2025, cited by 58% of organizations (AFP).
What AP Payment Scheduling and Tracking Means
Payment scheduling is deciding when each approved invoice gets paid. Payment tracking is knowing, at any moment, whether it has been paid. Most AP teams can do the first. The second is where things fall apart: someone asks "did we pay them?" and AP has to log into the bank, the ERP, and a spreadsheet to find out.
Quick Payable fixes the tracking side by keeping payment status on the invoice record in Salesforce. Scheduling and sending the money happens in the tool built for it, either BILL or your ERP.
Invoice Payment Statuses in Quick Payable
Every approved invoice shows where it is in the payment process, on the invoice record and the AP Dashboard.
Payment-stage statuses
| Status | What it means |
|---|---|
| Approved | Every required approval is in |
| Exported | Sent to your ERP, accounting system, or BILL |
| Waiting For Payment | In line for the next payment run |
| Paid | Payment confirmed |
These sit at the end of the full invoice lifecycle, which also includes statuses like Processing OCR, Waiting For Approval, On Hold, and Rejected. See invoice management software for the full list.
Paying Vendors Through BILL
Connect BILL
Sign in to BILL from Quick Payable with secure authentication and MFA.
Sync vendors
Vendor records sync between Quick Payable and BILL.
Pay approved invoices
Pay approved invoices through BILL using connected bank accounts or cards.
Status updates itself
Quick Payable checks BILL for payment updates on a regular basis and marks the invoice Paid once the payment is confirmed as cleared.
Refresh when you need to
If you need an answer right now, refresh the payment status by hand.
Setup details are on the Quick Payable and BILL integration page.
Paying Vendors From Your ERP
Many teams already run payments from their ERP or accounting system, like NetSuite, SAP, or QuickBooks. In that setup, Quick Payable handles everything up to approval, then exports the approved invoice with its amounts, line items, and GL coding. Your normal payment run takes it from there.
Payment status can flow back into Quick Payable so the invoice shows as paid once your accounting system processes it. Exactly what syncs, and in which direction, depends on how your connection is set up, so confirm it during implementation. No direct connection yet? Export approved invoices to Excel or CSV until one is in place. See accounts payable ERP integration for options.
How to Plan Your Payment Runs
Payment planning tools in Quick Payable
| Tool | Use it to |
|---|---|
| AP Dashboard | See upcoming payments and invoice status in real time |
| Payment status report | See which invoices are approved and waiting for payment versus already paid |
| Scheduled report email | Send that report to your AP manager every week before the payment run |
| Custom list views | Save views like "approved, not yet exported" or "waiting for payment over 30 days" |
Early-Payment Discounts: Worth the Math
Some vendors offer a discount for paying early. The most common is "2/10 net 30": take 2% off if you pay within 10 days, or pay the full amount in 30.
What a 2/10 net 30 discount is worth
You save 2% for paying 20 days early.
2 ÷ 98 × (365 ÷ 20) = about 37% a year
On a $25,000 invoice, that's $500 saved for paying 20 days sooner.
Few places pay that kind of return on cash. The catch is speed: you can only take the discount if the invoice is captured, matched, and approved inside 10 days. That's where clear approval routing and status tracking pay off. Distributors live on this math; see our distribution page.
Payment Fraud Controls
Paper checks remain the most targeted payment method. Source: Association for Financial Professionals.
The 2026 AFP Payments Fraud and Control Survey found 76% of organizations faced attempted or actual payments fraud in 2025, and checks were hit most often. Approvals and tracking help, but the controls below matter most at the payment step.
- Move vendors from paper checks to electronic payments where you can.
- Ask your bank about positive pay for checks and ACH debit blocks or filters.
- Confirm any vendor bank detail change by phone, using a number already on file.
- Have a different person release the payment run than the one who entered the invoices.
- Review the payment list against approved invoices before releasing it.
For how to split these duties, see our guide to accounts payable procedures.
Is Quick Payable Payment Tracking Right for You?
Strong fit
- Your company runs on Salesforce
- You pay vendors through BILL or your ERP
- People keep asking AP if an invoice was paid
- You want to catch more early-payment discounts
- You want payment status on the same record as the approval
Check first
- You don't use Salesforce
- You want AP software to send money without BILL or an ERP payment run
- You need automatic due-date alerts out of the box
Quick Payable is built by Differenz System, a Salesforce consulting company since 2013 with ISO 27001:2022 certification. Setup steps are in the Quick Payable documentation.
Know Which Invoices Are Paid Without Asking
Book a Free DemoAP Payment Scheduling and Tracking FAQs
Does Quick Payable pay vendors?
Quick Payable works with BILL to pay approved invoices using connected bank accounts or cards. If you pay from your ERP, Quick Payable exports approved invoices for your normal payment run.
How does Quick Payable know an invoice is paid?
With the BILL integration, Quick Payable checks BILL for payment updates and marks the invoice Paid once the payment clears. With an ERP, payment status can sync back if your connection supports it.
Can I refresh payment status by hand?
Yes. With the BILL integration, you can manually refresh the payment status on an invoice when you need the latest update.
What payment statuses does Quick Payable show?
After approval, invoices move through Approved, Exported, Waiting For Payment, and Paid. Earlier statuses include Waiting For Approval, On Hold, Issue Reported, and Rejected.
Does Quick Payable send reminders before invoices are due?
Not automatically. Quick Payable does not send conditional due-date alerts. Most teams schedule a weekly report sorted by due date and email it to the AP manager.
How do I see upcoming payments?
Use the AP Dashboard, which shows upcoming payments and invoice status in real time, or the payment status report, which separates invoices waiting for payment from those already paid.
What is a 2/10 net 30 discount worth?
Taking 2% off for paying 20 days early works out to about 37% a year. On a $25,000 invoice, that is $500 saved.
Can I use Quick Payable without connecting an ERP?
Yes. You can export approved invoices to Excel or CSV and connect an ERP later without losing data.
How do I reduce payment fraud?
Move vendors off paper checks where possible, use positive pay and ACH debit blocks from your bank, confirm bank detail changes by phone, and have a different person release payments than the one who entered invoices.
How much does Quick Payable cost?
Quick Payable is $100 per user per month with a 15-day free trial, and every feature is included. BILL and ERP licenses are separate.
See Payment Tracking in Your Own Org
Book a demo and tell us how you pay vendors today, through BILL, your ERP, or checks. We'll show you how payment status would flow back into Quick Payable.
$100 per user per month · 15-day free trial · Every feature included