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A payment run groups payments for review and execution. This guide covers your first run with manual payment processing, where you arrange the bank transfers outside Qlero.
Creating and executing payment runs requires view and write access to Payments & Transactions. If you don’t see Payment Runs or Create Payment Run, ask your administrator. See User access and roles.

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Before you start

Payment runs require the Payments add-on. Without it, process payments you make outside Qlero as described in Process payments without payment runs.
Start with a small batch you can check against the invoices or statements. Payees using Tipalti follow an external payment flow instead of the manual transfers covered here.

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Prepare the payments

Open Reporting › Payments. How payments reach a run depends on the payee’s billing type:
  • Manual Invoice. After receiving the payee’s invoice, create the payment using the steps below.
  • Self-Billing Auto. Period calculation creates payments and adds them to the current payment run, creating a run if needed. Open that run under Payment Runs.
  • Self-Billing Request. Open Pending Requests, review the payee’s request, and click Approve to make it available for a run.

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Create manual-invoice payments

Qlero permits only one ongoing payment per payee and currency, so check All Payments before creating another for the same invoice.
1

Start a payment

Click All Payments, then Create New to open Create Payment.
2

Enter the invoice amounts

Select the Payee. Enter the invoice amount before tax in Amount, and enter Tax (optional) separately. For a payee with payable balances in multiple currencies, choose the invoice currency from the selector.Click Add another payment for another invoice. Any note added with Add note is visible to that payee.
3

Create the payments

Click Create 1 Payment (the count matches the payments you added). The payments appear in All Payments as Approved, ready to include in a run.
Create an approved payment for Nora Lane.

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Create or open a payment run

A run must reach Closed before you can create another. If period calculation has already created one, open it under Payment Runs and continue to Review the run.

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Create a new run

1

Start a run

Click Payment Runs, then Create Payment Run.
2

Choose the payments

Select the approved payments to include, then click Continue. Select all selects the eligible payments matching the current search.
3

Complete the summary

Enter Paid Date, the date recorded on the payments and used in payment emails. It doesn’t schedule execution; payments are recorded as paid when you execute the run. Notes is optional.Click Create Payment Run, then Go back to payment runs. The run moves through Preparing to In Review, ready for you to open and check.
Create a payment run from an approved payment.

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Review the run

Check the payment amounts, tax, and totals in each currency. Use the run’s three-dot menu to download Payments (CSV) or Payments (Excel), and Self-Bill PDFs for self-billing payments. Awaiting Publish means a payment uses an unpublished statement balance. Publishing the period automatically prepares the run again using the published balances. Execute Payments stays disabled while any payment is Awaiting Publish. Automatic self-billing payments at or below the invoice threshold are marked Below Threshold and skipped. To change the run before execution, click Edit in its three-dot menu, make your changes, and click Save Changes. Removing a payment from the selection cancels it; it stays in the run’s history. Changing the selection or paid date returns the run to Preparing before it’s ready to review again.

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Execute the payments

Arrange the manual bank transfers outside Qlero before recording them as paid.
Executing manual payments records them as Paid, reduces the payees’ payable balances, and sends payment emails to their linked users. It doesn’t transfer money through your bank, and the action can’t be undone.
Once the run is In Review, open it and click Execute Payments, then confirm with Execute. Once all payments are paid or skipped, the run becomes Closed.

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Next steps

Use the Statement glossary to understand the balances behind your next payment run.