Setup & Configuration
Q: How long does it take to set up payments?
A: If you have supplier information ready, initial company setup takes 15-30 minutes. Adding each new supplier takes 5-10 minutes.
Q: Do I need to set up payments for all my suppliers?
A: No. You can enable payments for specific suppliers. Others can continue working as before.
Q: Can I use Payments alongside my current payment method?
A: Yes. Payments is optional and can work alongside whatever you're already doing.
Q: What if I don't have the supplier's banking information?
A: You'll need to ask them for it. Most suppliers have this readily available =contact their accounting or finance team.
Q: Can I edit my company information after setting it up?
A: Not currently from the settings page. If you need to make changes, contact support.
Q: What happens if I want to use multiple bank accounts?
A: You can link multiple accounts and select which one to use for each payment. This is useful for multiple locations or business units.
Payment Terms
Q: What's the difference between Net 30 and Net 45?
A:
Net 30: Pay within 30 days of the invoice date
Net 45: Pay within 45 days of the invoice date
Net 45 gives you longer to pay but may not qualify for early payment discounts.
Q: What if a supplier offers different terms for different purchases?
A: Create separate net terms for each agreement (e.g., "SupplierX - Equipment Net 45", "SupplierX - Standard Net 30"). When creating a PO, select the right one.
Q: Do I have to accept the net terms I configured?
A: No. You can change the net term on a specific PO if needed. The configured term is just the default.
Q: How do I know if an early payment discount is worth taking?
A: Ask your accounting team, but generally:
A 2% discount for paying 20 days early is typical and usually worth it
Compare it to your borrowing costs or opportunity costs
If you have the cash on hand, early payment discounts are usually worth taking
Q: Can net terms include things other than days (like a specific date each month)?
A: Yes. In addition to "date-driven" net terms (e.g., Net 30), you can set up "month-driven" terms that are due on a specific day each month.
Making Payments
Q: What if I don't have an invoice yet but I've already sent the PO?
A: Wait for the invoice from the supplier, then add it to the PO. You can't make a payment without an invoice.
Q: Can I make multiple payments to the same supplier at once?
A: Not in the current version. Each payment is tied to one invoice. You'd need to make separate payments for each invoice. Future versions may support grouping multiple invoices.
Q: What if the invoice amount is different from the PO amount?
A: Use the actual invoice amount (not the PO amount) when creating the payment. The system will note the discrepancy.
Q: Do I need a PDF invoice to make a payment?
A: No. You can enter invoice information manually. PDF upload with AI extraction is optional but faster if you have the file.
Q: What if the supplier replies to the PO email with an invoice, does Ply automatically capture it?
A: It depends on your setup. Some configurations support automatic capture. For details, contact support.
Q: Can I change the payment date after I've submitted it?
A: Before it's sent, yes. After it's scheduled to send, contact support.
Approvals
Q: How do approval workflows work?
A: If you've set up approval rules, payments must pass through each approval level in order. Even if one approver can approve the amount, all approval levels must still approve.
Example:
Step 1: Manager (up to $70K)
Step 2: Senior Manager (up to $150K)
Step 3: Director (any amount)
A $50K payment still needs all three approvals, even though the manager could technically approve it.
Q: Can I approve a payment if I'm not an approver?
A: Only users assigned to approval roles can approve payments. If you're not an approver, you won't see the approval button.
Q: What happens if an approver rejects a payment?
A: The payment is marked as rejected and remains pending. You can modify it and resubmit for approval.
Q: How do approvers get notified?
A: Approvers receive email notifications when a payment is waiting for their approval.
Q: Can I set different approval rules for different suppliers?
A: Not currently. All approval rules apply company-wide, regardless of supplier. Approval limits are based on payment amount, not supplier.
Payment Methods & Errors
Q: What payment methods does Ply support?
A: Currently, ACH payments to linked bank accounts. Future versions may support credit cards and other methods (Ramp integration in development).
Q: How much does each payment cost?
A: ACH transactions cost $0.60 per payment. This fee is in addition to your Payments plan cost.
Q: Why am I seeing "Supplier is not linked as a counter party"?
A: The supplier's details haven't been set up in Ply yet. Go to Supplier Details and complete their information.
Q: Why am I seeing "Supplier payment method not configured"?
A: The supplier's banking information (account and routing number) is missing. Return to Supplier Details and add it.
Q: What if the bank account I want to use isn't showing up?
A: Make sure it's linked in Company Setup under Bank Accounts. If it's still not showing, try refreshing the page or contacting support.
Q: Can I pay from a personal bank account?
A: No. Payments must be from a business account that you've linked to Ply.
Payment History & Reconciliation
Q: Where can I see all my paid payments?
A: Go to Payments > Paid section. You can also view the payment calendar to see past payments.
Q: How do I download a payment confirmation?
A: Go to the payment details, and look for a Download or Invoice button. You can export the PDF for your records.
Q: Does Ply integrate with my accounting software?
A: Yes, with QuickBooks Online. When you make a payment, it automatically creates a bill in QBO and marks it as paid. Other accounting software integrations are coming soon.
Q: What if a payment fails or doesn't go through?
A: You'll receive a notification email. Check the payment details for the error and contact support. Common reasons: bank account issues, invalid supplier details, or technical errors.
Q: Can I get a report of all payments made in a month?
A: Yes. Go to Payments, use filters by date, and export or screenshot the list. More formal reporting is coming soon.
Cash Flow & Discounts
Q: How do I know if I'm getting a good early payment discount?
A: Ask what rate you'd pay to borrow the money for those extra days. If the discount is better, take it.
Example:
Discount: 2% for paying 20 days early
Effective annual rate: ~36%
Most business loans are 5-10% annually
Result: The discount is worth taking
Q: Will Ply help me optimize my payment schedule?
A: Yes. Once you've linked your bank account, future versions will use AI to recommend which payments to make and in what order based on your cash balance and terms.
Q: What if I don't have enough cash to pay all my suppliers?
A: The calendar and dashboard help you prioritize. Pay the most urgent first (overdue, then due soonest). Contact support if you want to discuss payment float options.
Q: Can I set a "hold" on a payment?
A: Not in the current version. You can delay approving it, but once it's scheduled, it will send on the due date unless you contact support to cancel.
Reporting & Integration
Q: What reports are available for payments?
A: Currently, you can filter and view payments in the dashboard. Formal reports (by supplier, by date, by amount) are coming soon.
Q: Does Ply send confirmation emails to suppliers when payments are sent?
A: Yes. Suppliers receive notification that payment has been initiated.
Q: Can I track payment status in real time?
A: Yes. The Payment status updates to show:
Scheduled
Sent
Processed
Delivered
You can also see estimated delivery date (typically 1-3 business days for ACH).
Q: What happens if a supplier doesn't receive the payment?
A: Contact your bank and Ply support. Ply tracks delivery status, and support can help investigate missing payments.
Billing & Pricing
Q: How is Payments priced?
A:
Plan cost: $199/month per account
Per transaction: $0.60 per ACH payment
Users: Unlimited users can create and approve payments
Q: Can I cancel Payments at any time?
A: Yes. Contact support or go to Settings to deactivate Payments anytime.
Q: What if I only use Payments occasionally?
A: You still pay the monthly fee ($199) even if you don't make payments that month. If you only need it occasionally, contact support to discuss options.
Getting Help
Still have questions?
Contact support with:
Your company name
The PO or payment number (if issue is specific to one payment)
The specific error message (if you're seeing an error)
Steps you took before the issue occurred
For technical issues during payment processing:
If a payment fails to send, you'll receive an email notification
Check the error details in the payment record
Contact support immediately with the payment details and error message