# Payroll Module #modules #payroll #accounts-payable The Payroll Module provides a centralized hub for managing all accounts payable tasks across your organization. This module aggregates vendor invoices from all projects into a single interface, streamlining the AP workflow. The module provides tools for efficient accounts payable processing: - **Invoice Processing**: Review, approve, dispute, and schedule payments for vendor invoices - **Approval Tracking**: Monitor which invoices are pending review, approved, or scheduled for payment - **Payment Status Updates**: Mark invoices as paid and communicate payment completion to vendors ## Project-Level vs. Organization-Wide Payroll PAI provides two ways to access accounts payable information: - **Project Payroll**: Available within each project for project-specific invoices - **Organization-Wide Payroll**: The Payroll Module that aggregates all invoices across all projects > [!note] The project-level payroll view shows only invoices related to that specific project, while the Payroll Module shows all invoices across the organization. ## Invoice Management Interface The Payroll Module presents invoices in a table view: ### Key Table Columns - **Invoice Status** >- **Submitted**: Invoice submitted by vendor, pending review > - **Changes Requested**: Invoice rejected, pending vendor resubmission > - **Approved**: Invoice approved, ready for payment scheduling > - **Payment Scheduled**: Payment date assigned for future payment > - **Paid**: Invoice marked as paid by the system - **Vendor**: The vendor who submitted the invoice - **Invoice #**: The vendor's invoice number - **Project**: The associated project - **Client**: The associated project client - **Total**: The total invoice amount - **Invoice Date**: Date the invoice was submitted - **Payment Date**: Date invoice was scheduled to be paid - **AR Stage**: Accounts receivable stage - **Vendor Type**: Vendor's tax classification/type - **Vendor Status**: Indicator of vendor's connection status to the organization - **Approved By**: Workspace user who marked the invoice as approved - **Approved On**: Date invoice was approved ### Invoice Filtering We provide quick filters to sort invoices by status (All, Submitted, Approved, Paid). Using [[PAI Tables]], you may filter, sort, and re-arrange table columns, then save a custom view to tailor the AP grid as desired. ## Integration with Vendor Portal The Payroll Module is fully integrated with the [[Vendor Portal]]: - **Automatic Notifications**: Payment status updates in the Payroll Module trigger notifications to vendors - **Documentation Access**: View all submitted receipts and supporting documentation for vendor invoices - **Synchronized Updates**: Changes in payment status update across the Payroll Module, vendor portal, and project budget ## Invoice Review Workflow PAI provides two review interfaces: **Overview Tab** - Guided invoice review flow - For users unfamiliar with standard AP processes **Expenses Tab** - Expense-based review flow - For experienced AP users Both interfaces provide the same workflow and functionality. ### Individual Expense Line Review Each expense line requires review: 1. **Matching amounts**: Auto-approved with option to reject 2. **Non-matching amounts**: Require manual approval or rejection 3. **New expenses**: Added by vendor, require approval or rejection All expense lines must be approved or rejected before proceeding to overall invoice action. ### Invoice Actions Once all expense lines are reviewed: - **Approve**: Accept the invoice and move to payment scheduling - **Request Changes**: Reject the invoice and return to vendor for revision **Notifications**: Vendors receive email notifications for both approval and rejection actions. **Rejection workflow**: Rejected invoices return to vendor for resubmission. The review process repeats until approval is achieved. ### Invoice Reopening While an invoice is under AP review, it can be reopened and returned to the vendor in pre-submitted state, allowing the vendor to make modifications before resubmitting. ### Payment Scheduling After approval: 1. Set a scheduled payment date 2. Vendor receives email notification with payment date 3. Invoice status changes to "Payment Scheduled" ### Payment Completion On the scheduled payment date: 1. Status automatically changes to "Paid" 2. Vendor receives email notification of payment completion ## Related Topics - [[Vendor CRM & Crew Finder]] - [[Vendor Portal]] - [[Budgets]] © 2025 PAI Tech, Inc. [paihq.com](https://www.paihq.com/)