Upcoming Scheduled Payments — Notification Guide

For Customer Administrators

What this notification is

PayRecs sends a daily email reminder about scheduled payments that are coming up soon. The email lets your team know what's about to go out so nothing is missed and any required approvals get done in time.

Depending on what's in the email that day, the subject line will read either:

• "Approval Needed for Scheduled Payments" — when one or more payments still need someone to approve them, or

• "Upcoming Scheduled Payments" — when nothing is waiting on approval and the email is simply a heads-up about payments processing soon.

Who receives it

The reminder goes only to users who are authorized to approve payments — not to every user on the account.

A user will receive the daily reminder if they:

• have payment approval permission enabled on their profile, and

• have an active account (not deactivated), and

• have not opted out of email notifications.

A few things worth knowing:

• Users who can't approve payments do not get this email. General users, view-only users, and users without approval rights are not included.

• Simply creating a payment doesn't put you on the list. If the person who set up the scheduled payment is also an approver, they'll only be included when their profile allows them to approve their own payments (self-approval). Otherwise they won't receive it for that payment.

• Opting out stops it. Any eligible approver who has turned off email notifications will not receive the reminder.

When you'll receive it — and when it stops

The reminder is sent once a day, but only during the 5 days leading up to a payment's scheduled date. A payment isn't included earlier than that, so you won't see months of advance reminders.

A scheduled payment will stop appearing in the email once any of the following happens:

• the payment has processed/completed,

• the payment has been cancelled, or

• the scheduled date is more than 5 days away (it will reappear once it re-enters the 5-day window).

In short: Approvers receive a daily reminder during the final 5 days before each scheduled payment. The reminders stop automatically once the payment processes, is cancelled, or is still outside the 5-day window — you don't need to take any action to turn them off.

What you can do as an administrator

• Control who gets reminded by managing each user's payment-approval permission (and self-approval permission where relevant).

• Help users who don't want the emails by having them opt out of email notifications, while keeping their approval rights intact.

• Make sure approvals happen on time — if you see "Approval Needed" in the subject line, a payment is waiting and may not process on its scheduled date until it's approved.