Table of Contents


1. Introduction

2. Initial setup

2.1 Enabling the integration 

2.2 Introduction page to the feature

2.3 Clear Books consent

2.4 Sign into your Revolut Business account

2.5 Authorise Clear Books permissions in Revolut

3. Paying bills in Clear Books

3.1 Selecting the bills to pay in Clear Books

3.1.1 Paying bills from the unpaid bills menu

3.1.2 Paying an individual bill

3.1.3 Paying bills from the Aged creditor report detail 

3.2 Review bill and payment details

3.2.1 Payment reference

3.2.2 Bank account

3.2.2.1 Bank account - supplier details

3.2.3 Payment

3.2.4 Submission and Confirmation

4. Approving draft payments in Revolut

4.1 Approving a draft payment for a single bill

4.2 Approving a draft payment for multiple bills

5. The draft payment status

5.1 Viewing the draft payment status

5.1.1 Cancelling a pending draft payment

6. Disabling the integration

7. FAQs


1. Introduction


The Revolut bill payments integration allows you to save time by paying your bills directly through Clear Books. In summary you can do the following:


  • Select bills to pay in Clear Books (Section 3.1)

  • Create a draft payment for those selected bills and submit it for approval (Section 3.2)

  • Finally you can quickly approve the payment from your Revolut Business account to make the payment (Section 4)


You can submit draft payments for multiple bills in one go, and you'll never need to re-enter payment details in your Revolut Business account.


No account? No problem, click here to sign up for a Revolut Business account.*

*This sign up link is a paid affiliate link and has been provided by Revolut.


2. Initial setup


You can enable the integration from several different locations, however, on the initial setup you will be greeted with an introduction screen and will then be required to accept the Clear Books consent. You will then be redirected to Revolut to complete the integration setup process.


2.1 Enabling the integration 


Navigate to the Dashboard > Overview menu and click on the ‘Pay bills’ button at the bottom of the Purchases widget.



You can also trigger the integration via all the separate ways of paying bills as explained in section 3.1


Or alternatively, navigate to Tools > Integrations > Other integrations


Click on the ‘Connect’ button under the ‘Revolut Business Draft Payments’ heading.



2.2 Introduction page to the feature


You will now be presented with the introduction screen shown below. Click on the ‘Connect my Revolut account’ to proceed.




You will need to accept the consent to allow Clear Books to access your Revolut Business account.



2.4 Sign into your Revolut Business account


Once the Clear Books consent is accepted you will be redirected to the Revolut login screen. From this point forward you will complete the initial integration setup in your Revolut account and will be redirected back to Clear Books once this is done.



2.5 Authorise Clear Books permissions in Revolut


Once you are logged in to your Revolut business account you will be greeted with the ‘Integrate with your Business Account’ menu as shown below. Click on the ‘Authorise’ button to proceed.



Once complete you will be redirected back to your Clear Books account which will display a success message as shown below:



3. Paying bills in Clear Books


In Clear Books there are multiple ways to select the bills you would like to pay using the Revolut integration. Once you have selected your bills, you will be directed to the ‘Review bill and payment details’ menu where you can enter a payment reference, the bank account details of the contact and the amount to pay for each bill. 


Only users with an ‘Admin’, a ‘Users (predefined)’ role or a user with the following permissions will be able to use this feature:


  • 'Purchases - List Bills'

  • 'Contacts - Suppliers' and 'Contacts - Supplier Bank details' 

  • 'Purchases - View & create payments'


You can edit roles and permissions on the Users > Manage users menu.


Paying multi currency bills for the following currencies is supported: AED, AUD, BGN, CAD, CHF, CZK, DKK, EUR, GBP, HKD, HRK, HUF, ILS, JPY, MXN, NOK, NZD, PLN, QAR, RON, SAR, SEK, SGD, THB, TRY, USD, ZAR


3.1 Selecting the bills to pay in Clear Books


The multiple ways in which you can choose which bills you would like to pay are all listed below. However, in all cases, once you click on the ‘Pay bills’ button you will be directed to the ‘Review bill and payment details’ menu.


3.1.1 Paying bills from the unpaid bills menu


Navigate to the Purchases > Bills > Unpaid menu and use the check boxes to select appropriate bills to pay. Click on the ‘Pay bills’ button. You can select up to 20 bills at a time.


The ‘Pay bills’ button on the Dashboard > Overview for the Purchases widget will redirect you to the unpaid bills menu.



Or alternatively, to select a single bill from the Purchases > Bills > Unpaid menu, click on the pay bills icon under the ‘Status’ column for the appropriate bill.



3.1.2 Paying an individual bill


Navigate to the Purchases > Bills > Unpaid menu and click on the bill number shown in the ID column.


We show a hyperlinked bill number on multiple menus throughout the system


Click on the ‘Pay bill’ button.



3.1.3 Paying bills from the Aged creditor report detail 


Navigate to the Reports > All menu


Click on the ‘Aged creditor report detail’ link under the ‘Suppliers’ header.


Use the checkboxes to select appropriate bills to pay. Click on the ‘Pay bills’ button. You can select up to 20 bills at a time.



3.2 Review bill and payment details


After selecting the bills that you would like to pay and clicking the ‘pay bills’ button, you will be greeted with the ‘Review bill and payment details’ menu as shown below. 


You will need to fill in all the required details before you can submit i.e. the payment reference, the bank account details and the payment amount.



3.2.1 Payment reference


The payment reference is a required field for Revolut. Enter the reference as you would like it to appear in Revolut and on the recipient’s bank statement, there is a 100 character limit.


3.2.2 Bank account


You will need to add bank details for each of the contacts on the bills you want to pay. Click on the edit icon to begin entering the details.


You can also add bank account details from the Contacts > Suppliers menu. Just edit or create a contact and add them on the ‘Supplier bank details’ tab



3.2.2.1 Bank account - supplier details


You can prepare bank account details for contacts at any time.


To do so, navigate to the Contacts > Suppliers menu and either add a new supplier or edit an existing one.



On the ‘Supplier bank details’ tab, fill in the bank details information for the contact. The fields specifically required for this Revolut Integration are: Account type, Company name, Bank Country, Account number and Sort code.


If you are creating a new supplier, you will need to fill in all the required information in each of the other tabs.


Hit the ‘Save’ button to complete. 



3.2.3 Payment


If you are paying an unpaid invoice, the amount due will show the full amount of the bill outstanding.


If you are paying a partially paid bill, the amount due will show the amount outstanding on the bill.   


In the payment box you can type in the amount that you would like to pay. This cannot exceed the amount outstanding shown in the ‘Amount due’.


3.2.4 Submission and Confirmation


When you have completed filling in all of the required information for each bill payment, you can click on the ‘submit draft payment’ button.



A successful submission will redirect you to the Purchases > Bills > Unpaid menu and display a green banner confirming that the draft payments have been submitted and reminding you to log in to your Revolut business account to approve those payments.



4. Approving draft payments in Revolut


To complete the process, and to send the funds, you will need to log in to your Revolut business account to approve the draft payments.


Click here to login to your Revolut business account.


4.1 Approving a draft payment for a single bill


Navigate to Payments > Transfers > Drafts and click on the draft payment you would like to approve within the Draft list. 



A new box to the right will show the payment details. Click on the ‘Send funds’ button to approve and send the payment. 


Clicking on the delete link will bring up a confirmation screen. If you proceed you will then need to complete the deletion by confirming on the Revolut Business app. The draft payment will be deleted/removed from your Revolut draft list. Within Clear Books, the draft payment status will show as 'Declined'.


There is also no way to amend the details once created, from either Revolut or Clear Books. You will need to delete and re-submit the draft payment.



4.2 Approving a draft payment for multiple bills


Navigate to Payments > Transfers and click on the draft payment you would like to approve within the Draft box. The draft payment will show how many  



A new box to the right will show the payment summary and individual payment details. Click on the ‘See all’ link to view all the individual payment details for each bill. 


Click on the ‘Send funds’ button to approve and send the payments. 


Clicking on the delete link will bring up a confirmation screen. If you proceed you will then need to complete the deletion by confirming by SMS or on the Revolut Business app. The draft payment will be deleted/removed from your Revolut draft list. Within Clear Books, the draft payment status will show as 'Declined'. 


There is also no way to amend the details once created, from either Revolut or Clear Books. You will need to delete and re-submit the draft payment.



5. The draft payment status


Once draft payments have been approved in Revolut, the status will be updated in Clear Books as the payment processes. However, please note that a payment will not be allocated to the bill in Clear Books.


5.1 Viewing the draft payment status


Navigate to the Purchases > Bills > Unpaid menu and click on the draft payment status icon as shown below.



The ‘Payment status’ column shows the current status of each draft payment.



Draft payment statuses (as shown in the Payment status column):


Status

Description

Pending

Draft payment is waiting for approval in the Revolut Business account, or has just been approved and transfer is in process

Paid

The transfer is completed successfully and a payment has been made from the Revolut Business account.


Cancelled


Cancelled by user from within Clear Books

Declined

Deleted by user from within Revolut Business account

Failed: contact Revolut support

Transfer could not be completed, and you should contact Revolut Business Support for help. 

Failed: insufficient balance

The account has insufficient balance to execute the payment. Top up the account and resubmit the draft payment.

Failed: transfer error

Typically occurs when attempting to send a payment to a sub-account or sending to an account in an unsupported currency. Check that the transfer and bank details are correct, and resubmit the draft payment.

Failed: invalid reference

The transfer reference that was detailed in the payment was invalid.


5.1.1 Cancelling a pending draft payment


You can cancel any pending draft payments. To do so, select the draft payments to be deleted and hit the ‘Cancel draft payment’ button. 




6. Disabling the integration


The integration can be disabled at any time from the Tools > Integrations > Other integrations menu. Once disconnected, re-enabling the integration will require you to go through the initial setup steps again.




7. FAQs


Q. Do I need to pay anything for using this feature?


There are no extra costs to your Clear Books subscription. Revolut transaction fees may apply.



No. This integration is for the sole purpose of paying bills. To connect your Revolut account and import a statement, you will need to use our bank feeds integration.


How to add a Revolut bank feed

 


This integration only supports 1 Clear Books account per 1 Revolut account and vice versa. 


Q. Does the payment get executed/sent the moment I submit from Clear Books?


No, a draft payment is only an intention of a payment. No money is moved until approved from within the Revolut Business bank account.  This allows the bank account holder to have control of the funds moving in and out of the account. Once a draft payment is submitted in Clear Books it will appear in the Revolut Business account for the account holder to review and approve using the 'send funds' function as outlined in the other part of the support guide.


Q. How long does it take after confirming to “Send funds” in Revolut, and the actual payment taking place?


Sending funds through draft payments can take up to 5 mins to be executed.. While processing in Revolut the payment will move to the ‘Scheduled’ section.


Q. Does the integration work for direct debits?


No.


Q. Can I create a draft payment for future/specified dates or for recurring payments?


No.


Q. What if I want to pay to multiple different bank accounts for 1 supplier?


The feature currently only saves 1 set of bank details at a time since most suppliers will only have 1 set of bank details that you will need to pay to. When updating bank details while creating a draft payment, our product will save over any existing supplier bank details and update this for all other payments to the same supplier within the submission form. 


If a user is replacing existing bank accounts, they can directly enter this in the bank detail modal and ‘Update’ to save over the existing.


Tips:

  • If the user wants to send to multiple UK-GBP accounts and want to retain both accounts' bank details, they can create a duplicate contact.


  • If a user wants to send to a UK-GBP account, and a foreign account (e.g. DE-EUR account), both can be saved within the contact details, but the 2 payments should be made via separate submission forms (unless the bank country is the same for both accounts).


Q. What happens if you refresh the page while a draft payment is being submitted?


You will be taken back to the submission form. At this point, the submission may have already taken place. 


If it has been submitted successfully, and you re-attempt the submission, we will inform you that it has taken place successfully.


If the submission was unsuccessful, you will be able to simply re-submit.


Q: What happens if you close the page, or go ‘Back’ while a draft payment is being submitted?


In this case, we won’t be able to inform you whether the draft payment was submitted successfully. You can check whether the submission was successful by going to the ‘Draft Payments’ listing page in Clear Books, or by checking the Payments > Transfers > ‘Drafts’ section in your Revolut Business account.


Technical support is available from Monday to Friday, 9 - 5.


Contact Clear Books Support


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