How do I pay an invoice

Important information about this guide

SendFX Limited is an independent money remitter and holds Australian Financial Services Licence No 509635. SendFX Limited provides foreign exchange and remittance services only.

The information in this article is general in nature and does not take your personal circumstances into account. Before using our services, please read our Financial Services Guide (FSG) and Product Disclosure Statement (PDS), which are available on our website.

Before you start

Make sure you have:

• An active Send business account.
• The invoice you're paying, including the supplier's bank details and the invoice number.
• An active recipient saved to your account for the supplier (or sole trader) you're paying. If you need to add one, see How to add a new recipient.
• If you've recently added a new bank account to an existing recipient, check that the new account is active before paying it.
• Funds in your wallet, or be ready to add funds after you confirm your payment. See Adding money into your account or wallet.
  
  

How to pay an invoice

Step 1: Start your payment

The easiest way to pay an invoice is from your dashboard.

• Log in to the Send portal.
• From the dashboard, select Pay someone.

You can also start a payment from other places in the portal. See Other ways to start a payment below.

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Step 2: Choose your recipient

Your recipient is the person or business you're paying - usually the supplier listed on the invoice.

• You'll see your most recent recipients on the screen.
• If the supplier you want to pay isn't shown, use the search bar to find them.
• Select the recipient you want to pay.

Note: You can only select recipients that are active. If your recipient isn't appearing, see Common questions below.

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Step 3: Enter the invoice amount

You'll see a quote screen titled Create payment.

• In the You send field, choose the wallet (currency) you want to pay from. You can also open a new wallet from this dropdown.
• The They receive currency is locked to the currency your recipient receives.
• Enter the invoice amount in either the You send or They receive field. The other amount calculates automatically.
  • Tip: If your invoice is in your supplier's currency, enter the invoice total in the They receive field so the exact amount lands in their account.
• To pay a different supplier, select Change recipient on the recipient card above the page heading.

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Step 4: Review your rate, fees, and timing

Once you enter an amount, a 2.5 minute timer starts at the top of the screen and inside the next button.

Take a moment to check:

• The amount you're sending and the amount your recipient will receive
• The exchange rate (for international transfers)
• The estimated arrival time
• Any fees

When you're happy, select Next.

Step 5: Add your invoice details and confirm

On the Confirm payment screen:

• Choose a reason from the Why are you sending funds? dropdown. This is required. For most invoice payments, the right option is Paying an invoice.
• Some destination countries have their own list of payment reasons. If you're paying a supplier in India, China, Indonesia, Malaysia, the Philippines, South Korea, Taiwan, Thailand, the UAE, New Zealand, or making a local Australian payment, the reasons shown will be specific to that country. Choose the one that most accurately describes your payment.
• If none of the options accurately describes your payment, contact our support team before confirming.
• Add a reference so your supplier can match the payment to their records. We recommend entering the invoice number (for example, "INV-12345"). The reference will appear with your payment when it reaches your supplier's bank.
• Check all the details one more time.
• Select Confirm at the bottom of the screen.

Confirming creates a legally binding agreement

By confirming this instruction, you agree that this transaction is legally binding.

If you do not fund the trade as agreed, you may need to cover any cancellation costs.

Step 6: We'll start processing

After you select Confirm, the portal will let you know that your payment is being processed.

If your wallet doesn't have enough funds yet, you'll see a banner asking you to add funds so the payment can be finalised. Select Add funds at the bottom of the screen and follow the steps to top up your wallet. Once your wallet is funded, your payment can continue processing, subject to our standard checks. If you do not fund the trade as agreed, you may need to cover any cancellation costs.

Other ways to start a payment

You can also start a payment from other places in the Send portal. Once you reach the quote screen, the steps above (Steps 3 to 6) are the same.

• Payments page: Use the search bar at the top of the Payments home screen to find and select a supplier.
• Recipients page: Find your supplier and select Pay. If the recipient has more than one bank account saved, choose the one shown on the invoice from the dropdown.
• Wallets page: Open the wallet you want to pay from and select Pay someone, then choose your supplier.
• Send again (dashboard or Payments page): Find the section showing the recipient, account, and last amount sent, then select Send. The amount and the wallet you used last time are pre-filled. You can update them to match the new invoice before continuing.

What happens next

Exchange rates are indicative and subject to market movement. Rates are only guaranteed once you confirm your booking in the portal, provided the transaction meets our funding deadlines.

Delivery times can vary depending on:

• When your wallet is funded
• Our standard checks
• Public holidays in either country
• Processing times at the receiving and intermediary banks

The receiving or intermediary banks may also deduct additional fees, which are outside Send's control.

Your payment will move through these statuses in the portal:

• Pending - We're processing your payment and running our checks.
• Awaiting funds - We're waiting for your wallet to be funded so we can continue processing your payment. Add funds to keep things moving. If you do not fund the trade as agreed, you may need to cover any cancellation costs.
• Sent - Your payment has been released to your supplier's bank.

Once your payment shows as Sent, you don't need to do anything else, unless your supplier tells you the funds haven't arrived. See Common questions below.

Common questions

My supplier hasn't received the invoice payment yet

• Once your payment shows as Sent, it has left Send and is on its way to your supplier's bank.
• Delivery times can vary based on when your wallet was funded, our standard checks, public holidays in either country, and processing times at the receiving and intermediary banks.
• If your supplier still hasn't received the funds within the expected timeframe, contact our support team and have your payment reference (the invoice number you entered) ready.

My payment is showing 'Awaiting funds'

• This means we have your payment instruction, but your wallet doesn't have enough money yet.
• Open the payment and select Add funds, or top up the wallet shown in the banner.
• Once your wallet is funded, your payment can continue processing, subject to our standard checks.
• If you do not fund the trade as agreed, you may need to cover any cancellation costs.

I can't find or select my supplier

• You can only pay recipients that are active. New recipients (or new bank accounts added to an existing recipient) need to pass our checks before they can be used.
• If you've just added a supplier, give it a little time and try again.
• If your supplier still isn't available, contact our support team.

My supplier received less than the invoice amount

• For some international payments, the receiving or intermediary banks may deduct additional fees. These fees are outside Send's control.
• If you have any questions about the amount received, contact our support team and have your payment reference ready.
  
  

Contact us

Call Us

Phone: 1800 982 418
International: +61 7 5619 5700
Hours: 8:30am - 5:30pm AEST/AEDT, Monday - Friday

Email Us

info@sendpayments.com