This article provides an overview of everything Vendor-related for Payments! How are they set up, available payment options, payment timing, the portals vendors can use to resolve questions, as well as FAQs.
Vendor Set-up
Vendors will be added through the initial Implementation process as described by your Implementation team. For ongoing enrollment information, see below.
Ongoing Vendor Enrollment
For new vendors, the following workflow applies:
An exact match of the vendor is looked for in the existing vendor database.
If an exact match is made the vendor will be automatically enrolled in electronic payments.
If no exact match is made, the first payment will be sent as a check.
Signing up for Electronic Payments
Enrollment forms are included with every check sent to your vendors
Vendors will be campaigned to (unless you the Customer opt them out)
You can provide new vendors with an enrollment URL so they can sign themselves up for electronic payment
You can opt Vendors out of Campaigns during Implementation by designating them as Strategic.
Payment Types
Payment Methods are prioritized in the following order when available.
(Master)Card
ACH
Check
Payment Timing
Note, all payments transmitted from Vic.ai are already approved via our internal Approval mechanism.
NOTE: National and bank holidays may cause a delay in payment.
Vendors Receiving Released Payments
Once a payment has been approved and released, how long does it take for the vendor to receive the payment?
Mastercard: The vendor will receive a remittance containing card details one banking day after the payment is approved. The vendor can then process the payment on their card terminal.
CorpayCard: The vendor will receive the payment via direct deposit 2-3 banking days after the payment is approved.
ACH: The payment is deposited into the vendor’s account 2-3 banking days after the payment is approved, depending on the vendor’s bank.
Print Check: The vendor will receive the payment in the mail 5-7 banking days after the payment is approved, depending on USPS delivery times to the vendor’s location. Delivery times are longer for checks sent internationally.
Payment Support for Vendors
If a supplier cannot process payments in the method received, they may request a reissue using another method. Our partner, Corpay manages these reissues for you.
When submitting a “payment research request” to Corpay support teams, please provide the supplier name, the date the payment was submitted, and the reference number. Payment submitted dates and processed dates are also available for your review in our software.
Please allow time for suppliers to process check payments before submitting reissue requests for non-receipt reasons. The average delivery time for check payments is 7-10 business days. All checks are mailed via USPS First Class out of Portland, Oregon.
Payment Automation support teams are available by phone and email from 6:00 a.m. – 5:00 p.m. PT, Monday – Friday, excluding US national holidays.
For supplier enrollment or payment questions:
(877) 626-6332
For system questions or technical issues:
(877) 974-1752
For reissue/refund requests only:
Payment FAQs
How do Mastercard payments work?
Mastercard payments are processed like traditional card transactions. Payments are available within 24 hours after the final approval. Card information is sent to the vendor in a secure email. Payments that are not processed by the vendor within 60 days, are automatically refunded.
Payment Support and Follow-up
Unprocessed card payments are followed up on. Please review our payment support policy for details on our outreach process.
The support team provides phone and email assistance to your team and suppliers from the numbers above.