1 ENTER YOUR COMPANY NAME
Under My Company, Basic Profile, enter your company name.
2 ENTER YOUR COMPANY CONTACT INFORMATION
Under My Company, Contact Information, enter your business email, address and phone number.
3 SELECT APPROVAL LEVELS
Approval levels are configured under My Company, Approval Levels.
A bill must have all Required Approvals at Level 1 before it is visible to Level 2, and so on.
There is no limit to the number of levels or the number of Approvals Required at each level so you can configure the approvals to meet your needs.
There is no limit to the number of approvers that can be assigned to a level (this is done in the Users setup).
The default is one Approval Required at Level One and one Approval required at Level Two. You can add or remove levels and put the number of Approvals Required at each level in the box beside the level.
Example:
Level 1 with 1 Approval Required
Level 2 with 2 Approvals Required
In this example Level 1 could be an administrative approval with one of two administrators approving, and Level 2 could be the two partners of a firm approving (equivalent of dual signatures).
4 ENTER BILLS
Within 1 business day of signing up, you will receive an email advising you of your assigned email address for bills for example, acme@sparcbills.com could be the email inbox for Acme's bills.
Once you have an inbox you can simply send bills as PDF attachments to the inbox. From there, SparcPay will perform data extraction using AI. The data extraction process typically takes less than an hour for standard invoices, but could take up to 24 hours.
5 EDIT BILLS
On the Edit Bills screen you can review and complete any necessary field on the bill, then click Save.
4 VIEW AND APPROVE
Now you can go to Approve, and click Refresh Bills to do a realtime synchronization with QuickBooks (it is synchronized automatically one a day)
You should a list of your outstanding bills, including a View Bill button for any that have attached images.
5 PAY
When you are ready to make payments with SparcPay, please fill out a Pre-Authorized Debit (PAD) agreement at www.sparcblock.com/pad and we'll get you set up.
SETUP FAQ's
WHAT IF I DON"T SEE THE MY COMPANY MENU OPTION?
This function is restricted to the Company Administrator role. If you are authorized to change company settings but do not have this role, the User Administrator within your organization can grant you access to this role.
HOW DO MY VENDORS REGISTER FOR DIRECT DEPOSIT BY EFT?
Simply ask your vendors to go to https://www.sparcblock.com/vendors where they can register for free. I only takes a moment for them to register, and their direct deposit information will be updated to your site within 2 business days for you to verify.
HOW DO I INDICATE BY WHAT METHOD A VENDOR SHOULD BE PAID?
As a SparcPay user, all of your payments are paperless from your perspective. However, if some suppliers do not provide banking information and choose to be paid by a different method, SparcPay will handle that for you. Under Vendors, the following payment methods are available:
- AutoEFTOrCheque - this is the default, which will pay by the most effective means based on the information available (requires either address or bank details)
- ForceEFT - will only pay this supplier by EFT (requires bank details)
- ForceCheque - will only pay this supplier by a cheque, automatically issued by the Sparcblock Bill Payment Service (requires address)
- CreditCard - for bills that are automatically charged to a credit card, will approve the amount but not issue a cheque or EFT
- PreAuthorized debit - for bills that are automatically debited from a bank account, will approve the amount but not issue a cheque or EFT
If any Vendor is missing information it will appear in the Pending To Do list, and the missing information may be completed there. If the priority is LOW then payments may be processed for the vendor without completing the information. If the priority is HIGH this indicated that mandatory information is missing and payments cannot be made to the vendor until the To Do item is completed