Scheduled Payments

When Muin reads an invoice, it drafts the payment that invoice implies: the vendor, the amount and the due date. This screen is where you review those drafts, approve the ones you want, and stop any that should not go out.

When you’d use this

• An invoice was uploaded and you want to see the payment Muin drafted from it.
• You are approving this week’s outgoing vendor payments.
• A vendor sent a corrected invoice and the scheduled amount is now wrong.
• A payment failed and you need to know why.

Where it lives

Sidebar → Smart Payments → Scheduled. You need Finance view access to read it and full Finance access plus write access to approve, reject or cancel.

How a scheduled payment comes into being

You do not create one here. There is no create button, by design. Drafts come from invoice extraction: upload an invoice, Muin reads the vendor, amount and due date, and a draft payment appears on this screen. If your organization’s auto-approval rules cover the payment, it arrives already scheduled instead of as a draft.

A payment Muin held for review arrives as a draft with a note explaining why, and an inbox task alongside it.

To get a draft, upload an invoice under Finance → Invoices.

Working the queue

Tabs: Drafts (the default), Scheduled, Paid, Needs attention (failed, rejected and cancelled) and All. Search by vendor or invoice number. The table shows Vendor, Invoice #, Due date, Amount and Status, sorted by due date, 25 at a time.

Status	What it means
Draft	Waiting for your decision. Nothing is scheduled.
Scheduled	Approved. The daily executor will pay it on its date.
Executing	Being paid right now.
Paid	Done.
Failed	The executor tried and could not pay it.
Rejected	You refused the draft. Terminal.
Cancelled	You stopped it. Terminal.

An Overdue badge appears when the due date has passed and the payment is not yet paid, rejected or cancelled. A sparkle icon marks rows that were auto-created from invoice extraction.

Press View to open the detail panel, which shows the vendor, invoice, amount, scheduled date, status, the extraction confidence, whether a rule auto-approved it, any failure reason and notes. It also links to the source invoice and the vendor profile.

Approving a draft

1. Press View on the draft.
2. Press Approve. The dialog reads “Schedules the payment for execution. Optionally override the date or amount before approving.”
3. Set Pay on and Pay amount if the invoice has changed. Both are optional and override the drafted values.
4. Confirm.

The payment moves to Scheduled and is paid on its date.

Approval goes through your organization’s approval rules, including the rule on approving your own work. The overrides you type are applied first, so the rule sees the amount that will actually be paid.

Rejecting a draft

1. Press Reject.
2. Type the reason. This is required.
3. Confirm.

Rejection is terminal. A rejected draft cannot be revived; a new invoice would create a new draft.

Stopping a scheduled payment

Press Cancel payment. This is available while the payment is scheduled, executing or failed. The reason is optional.

“The daily executor will stop trying to process this payment. You cannot un-cancel: you would need to create a new scheduled payment.”

A draft is stopped with Reject, not with Cancel.

How payment actually happens

A daily job runs early each morning and picks up every scheduled payment whose date has arrived. For each one it checks that the vendor organization and vendor profile are activated and that a payment method is set, then records the outbound payment and marks it paid. If it cannot, the payment goes to Failed with the reason on the record, and is retried.

If you approve a payment for a vendor that is not activated yet, the detail panel warns you: “Approving will succeed, but the daily executor will refuse to send funds until this vendor is activated.” Activate the vendor before the due date.

What it affects

• An approved payment is money that will leave your organization on its date, without further confirmation. Treat approval as the decision.
• A paid scheduled payment creates an outbound payment transaction, visible under Smart Payments → Transactions.
• The invoice the draft came from is linked both ways, so the invoice shows what was paid against it.

When it goes wrong

“No drafts. New invoices auto-create draft payments here when AI extraction succeeds.” Nothing has been drafted. Upload an invoice under Finance → Invoices.

“Cannot transition scheduled payment from X to Y.” The action does not apply to the payment’s current state. Reload; somebody else may have already acted on it.

“A reason is required to reject.” Type the reason before confirming.

“Approval failed. Please try again.” Nothing was approved. Common causes are an approval rule refusing your own approval, or missing Finance permissions.

A payment sits in Failed with “vendor not activated”. Activate the vendor profile under Vendors, then approve a new draft or re-approve. The executor will not send funds to a draft vendor.

A payment sits in Failed with no payment method. Set a payment method on the vendor, then reschedule.

“Unable to load scheduled payments.” Check your connection and reload. An empty queue after this message is not an empty queue.

Next step

For bills you pay from your own bank and record afterwards, see Vendor Bills. For recurring charges you take from someone, see Collecting a Payment.