Administration FAQs
How can I find and update company contact details?
Required user role Payer Administration
You can find payer contact details in the Tipalti Hub by navigating to Administration > General > Contact details. The types of details displayed may vary depending on your company’s configuration.
If you need to update these details, they cannot be edited directly in the Hub. Please submit a request to the Support Team.
Can I update my company/ payer contact details via the Tipalti Hub?
No. You can only view the details by going to Administration > General > Contact details. To have the details updated, you need to submit a request to our Support Team.
Can I add custom fields to bills and payments?
Yes. You can also add custom fields for gathering payee information. Click here for information on how to add, edit and delete custom fields via the "Administration" tab in the Tipalti Hub.
Users can set the value for custom fields via the Tipalti Hub, CSV files and APIs. Click here for complete information.
How do I add a new user to the Tipalti Hub?
Add a new user from the Administration > User management subtab. Click here for how-to steps.
Where can I update user permissions for the Tipalti Hub?
Update user permissions on the Administration > User management subtab. Click here for instructions on how to edit permissions.
Hover over the user role to see the actions that can be performed with that role. For a list of topics related to each action, see User Roles.
How do I delete a Tipalti Hub user?
To delete a user, go to the Administration > User management subtab. At the end of the user row, click the Actions button and select "Delete". Click "Confirm".
When do I need to reset a user's two-step verification (2FA) for the Tipalti Hub?
You need to reset 2FA when the user moves to a different country or changes the phone number that receives the user's verification code.
Go to the Administration > User management subtab. Click the Actions button at the end of the user row and select "Reset 2 step verification activation". When the user next accesses the Tipalti Hub, they need to go through steps 1 and 2 of the verification process (see Two-factor authentication).
How do I allow Tipalti to send notifications to payees on the payer's behalf?
You can toggle payee email notifications "on" or "off" on the Administration > Communication > Email notifications screen. Click here, then select "Payee emails" for instructions. Make sure you identify the source email address.
Can the payer receive email notifications from Tipalti?
Yes. Payers can be notified when an administration user changes settings, a payment is rejected or when a payee changes details in the iFrame. Click here, then select "Payer emails" for instructions. You can add multiple email addresses for recipients.
Can I customize payee emails?
Yes. You can edit email templates and configure a standard header and footer for these emails on the Administration > Communication > Templates screen. Click here for how-to instructions. For a list of editable templates and variables you can use, see Templates and variables.
I have a list of blocked/ suspended payees. Can I enter this information in the Tipalti Hub?
Yes. Create a CSV file listing the payee ID, status and blocking/ suspending reason for each payee and upload it to the Tipalti Hub. Click here for how to prepare the CSV file, then refer to Import center for instructions on how to upload the file.
Once you have uploaded the file, the status of these payees changes to blocked or suspended (whichever status you assigned each payee in the CSV file). You can manage payee status directly on the payee record.
How do I add or update GL accounts in Tipalti?
Upload a prepared GL accounts CSV file via the Tipalti Hub or via your own FTP path. To upload via the Tipalti Hub, go to Administration > Bill settings > GL account import tool screen. Click "Upload", select the relevant file and click "Open".
Accounts defined in the uploaded file will override all existing GL accounts. Therefore, if you want to keep any existing accounts, ensure you include the information in the CSV file.
Where do I define the email account for collecting payee invoices?
Define an email account on the Administration > Bill settings > Bill collection via email screen. You need to enable the feature, then provide an email address and password for the email account. Click here for how-to instructions.
Where do I define the payer's payment terms and payment cycle?
Payment terms are defined on the Administration > Bill settings > Bill payment settings screen. You can specify, for example, that payments be made every 30 or 60 days, or per invoice due date. Tipalti computes each bill due date based on the payee payment terms, except when the terms are "per invoice due date".
The payer's payment cycle can be defined as "paid on bill due date", "by periodic cycle" or a combination of both. These settings are applied to all new payees. Click here for instructions on how to configure your payment terms and cycle.
You can update the payment terms and cycle for individual payees directly on the payee record.
Can I have payments scheduled automatically?
Yes. Enabling "Bills AutoPay" will auto-trigger the calculation of the pay date, which is based on the payee payment terms and payer payment cycle. Payments will be remitted to payees accordingly.
To enable "AutoPay", go to Administration > Bill settings > Bill payment settings screen and toggle the feature "On".
Can I have my payees pay the transaction fees for rejected payments?
Yes. When this feature is enabled, and a bill payment is rejected, a vendor credit is created on the payee account. If no transaction fees are incurred, then a vendor credit will not be created.
Go to the Administration > Bill settings > Bill payment settings screen. In the "Payee pays rejection fee" section, toggle the button for this feature "On".
Can I send email reminders to bill approvers about bills awaiting their approval?
Yes, if the payer uses the "Invoice processing" bill flow. Go to Administration > Bill settings > Bill approval settings. In the "Reminders settings" section, beside "Send reminders to approvers", click the Pencil icon to edit the fields. Toggle the button to "On", then type the number of days after which to send the reminder. Reminders will be sent until the bill is approved.
What can I do if the bill approver doesn't approve a bill on time?
If the payer uses the invoice processing bill flow, you can enable escalation of bills that have been pending approval for too long. When the approver does not approve the bill in time, it is escalated to an assigned manager.
Go to Administration > Bill settings > Bill approval settings. In the "Escalation settings" section, beside "Escalate bills", click the Pencil icon to edit the fields. Toggle the button to "On", then type after how many days (from the bill entering a "Pending approval" status) you want bill approval to be escalated to another approver. You will then need to assign a manager to the bill approver by editing the user's Bill Approver role (see Edit user).
Why do I need to define thresholds for approval of purchase order matching exceptions?
You need to define thresholds so that during PO matching, values below the threshold will be tolerated by the system and will allow bill approvers to approve these exceptions. Values above the threshold cannot be approved without first sending the bill back to AP to have the bill, purchase order, or receipt updated. Click here for instructions on how to define approval thresholds.
Where can I see payee and payer fees?
Fees are displayed on the Administration > Fee schedule subtab. You can see transaction fees and foreign exchange rates for payers and payees. Please note that the payee fees represent the portion of the payer fees that are paid by the payee. Click here for descriptions of the fields in the fees tables.