Use case · Cash Flow & Payments
See next month’s outflows before they hit the bank.
Procapy captures every invoice on the day it arrives, with its due date and discount terms, schedules payments into runs you control, and turns approved and pending spend into a forward view of what leaves the bank and when. Vendors get paid on time. Discounts get taken. Thursday-afternoon surprises stop being the norm.
The problems
Sound familiar?
The urgent request lands on Thursday afternoon, for Friday.
It was not in the forecast. It was not in the approval queue. It is in a WhatsApp message from a director, and it has to be paid tomorrow. Someone in finance drops what they were doing and does it by hand.
Payments go out when someone remembers, not when they are due.
There is no payment calendar. Invoices are paid when they are approved, when the vendor calls, or when a pile gets tall enough. Some go out three weeks early. Some go out three weeks late. Both cost money.
The cash forecast is a spreadsheet nobody trusts.
It was built from last month’s actuals and a guess. It does not know about the invoices sitting unapproved in someone’s inbox, or the purchase orders that will become invoices next week. The treasurer plans around a number that is wrong on the day it is produced.
Five departments buy from the same vendor, at five different prices.
Nobody can see total spend with any one vendor across cost centres and entities, so nobody negotiates on it. The vendor knows exactly how much you buy. You do not.
The vendor calls the CFO, because they have stopped calling AP.
Late payment turns a good supplier into a cautious one. Terms tighten, deliveries slip to the back of the queue, and the relationship that took years to build is spent on an invoice that was approved and then forgotten.
The discount expires on day ten. The invoice was approved on day fourteen.
The vendor offered 2/10 net 30. The invoice sat in an approver’s inbox for a fortnight. The discount was worth more than the approver’s afternoon, and it is gone.
Your new use case with Procapy
What cash flow & payments looks like once Procapy runs it.
Every invoice captured on the day it arrives.
Invoices are received by email, upload or vendor submission and read by ProcAI: vendor, amount, invoice date, due date, payment terms and any early-payment discount. The clock starts on the day of receipt, visibly, so an invoice cannot sit unnoticed in an inbox for ten days.
Payment runs scheduled by due date, not by memory.
Approved invoices land in a payment calendar. You define run days per entity and bank account, and Procapy proposes each run from what is due, what is discountable and what is overdue. Finance reviews, adjusts, and approves the run as a whole, with hold and release on individual payments.
A forward view of committed and likely outflows.
The forecast is built from approved invoices by due date, invoices still in the approval chain, open purchase orders by expected delivery, and recurring commitments. It shows the next weeks and months by entity and currency, and updates as each approval lands rather than when someone rebuilds the spreadsheet.
Ad-hoc requests forced through the same door.
An urgent payment is still a request in Procapy, with a mandatory reason, an approval, and a record. ProcApprove offers a short break-glass chain for genuine emergencies, and a report of off-cycle payments by requester shows who is making a habit of it.
Early-payment discounts surfaced and acted on.
Discount terms are read from the invoice and the deadline is shown on the transaction, in the approver’s queue and in the payment calendar. Discountable invoices are prioritised in the run that captures them, and approval SLAs can be tightened for invoices with a discount window.
Days payable outstanding managed on purpose.
Pay on the due date, not before, unless a discount makes early payment worthwhile. DPO by vendor, entity and period is reported alongside overdue balances, so stretching payment is a decision you take with the number in front of you, not something that happens because a run was missed.
Spend by vendor, consolidated across the group.
Total spend with each vendor across departments, cost centres and entities, with price variance on the same item across purchase orders. The procurement team walks into the renewal knowing the whole number, and the negotiating position that comes with it.
Vendors informed without calling you.
Vendors can see the status of their invoices, from received to approved to scheduled to paid, and receive remittance advice automatically when the payment goes out. The calls to AP stop, and so do the calls to the CFO.
Bank-ready payment files with controls built in.
Payment files are generated in the format your bank expects, per entity and account. The bank details on each payment are checked against the verified vendor master before the file is built. Preparing a run and releasing it are separate roles, with dual authorisation on release.
Payments reconciled back to the ledger.
Payment status posts back to your ERP against the invoice, so the AP ageing reflects what has actually left the bank. Unmatched or returned payments are flagged for follow-up rather than discovered at bank reconciliation.
Cash position by entity and currency.
For groups paying in several currencies, the forecast and payment calendar show outflows in each currency and translated to the reporting currency, so treasury can plan funding and FX with the AP pipeline in view.
See your next payment run built in Procapy.
Bring your AP ageing and next month’s expected invoices to a 30-minute session and we will build the payment calendar and the outflow forecast live.