Bill pay enables fiscal sponsors to manage vendor payments and other expenses directly through ImpactGraph. This guide will walk you through the steps to initiate a bill pay to ensure timely and accurate processing.
Step 1: Log in to Your ImpactGraph Dashboard
Go to your ImpactGraph dashboard (https://app.impactgraph.ai) and log in with your admin credentials.
Navigate to Bill Pay in the left hand navigation
Step 2: Select the Sponsored Organization and Merchant
Choose Add New Bill in the top right corner of your screen
Upload the invoice from the vendor. This is a required step to ensure necessary documentation for accounting purposes.
Select the Sponsored organization for which the bill is being paid
Select an existing merchant from the list, or add a new merchant by entering their Name, Address, and Payment Details (bank information for direct ACH and contact information).
💡 Double-check all payee information to ensure payments reach the intended recipient.
Step 3: Enter Payment Details
Enter the Invoice Amount: Input the total amount to be paid as listed on the invoice.
Memo and Reference: Include a brief description of the payment purpose (e.g., "Office Supplies," "Program Expenses") and an invoice/reference number, if applicable.
Schedule the Due Date: This helps determine the priority for sponsor approval
Note: ACH payments may take 1-3 business days to process.
Step 4: Submit for Approval
Carefully review all details to confirm accuracy.
Click Send for Approval. The payment will be processed when it's approved by the fiscal sponsor
💡 You can do these steps on behalf of the sponsored organization, but be cautious! There is no way to refund a payment once it has been approved and submitted
Step 5: Review and Pay
Carefully review all details to confirm accuracy.
Click Submit. The payment will be processed at this point!
Compliance and Documentation
Payments made on behalf of a sponsored organization should be consistent with your financial policies and any specific agreements with the sponsored organization. Key compliance steps include:
Record-Keeping: Maintain memos and receipts of all transactions and card usage for compliance and transparency purposes. All transactions are logged and can be reviewed in your transaction dashboard.
Financial Controls: ImpactGraph monitors transactions for security and compliance. Bill Pay should only be used for approved project expenses that align with the goals and restrictions of the sponsored organization.
Frequently Asked Questions
Q: How can I edit a payment once I submit for approval?
A: You can edit scheduled payments by navigating to the Bill Pay section, selecting the payment, and making any necessary changes.
Q: How will I know when the payment has been sent?
A: You’ll receive an automated notification once the payment has been processed, and the payment status will update in your dashboard.
Q: Can I view all past bill payments for a sponsored organization?
A: Yes, under Bill Pay, you’ll find a history of all payments made on behalf of each sponsored organization.
Q: What happens when I decline a payment in the approval process?
A: If a sponsored organization submits a payment and you decline it, it gets sent back to their Drafts folder. You can include information in the Memo or Notes area to let them know why it was declined. They can then update the payment and resubmit, without having to enter all the information over again.
Q: If I approve a payment before the due date, when will it be paid?
A: Payments are initiated immediately after final approval, so make sure you confirm all information before approving!
Q: Can I make a payment by check?
A: We don't support check payments at this time. Please contact us at [email protected] if you'd like this feature!