Payment Schedules

Payment Schedules manage planned and recurring payments, helping you forecast cash flow and automate payment processing.

Overview

Payment Schedules enable you to:

• Plan future payments
• Set up recurring payments
• Forecast cash requirements
• Automate payment runs
• Track payment commitments
• Manage installment plans

Accessing Payment Schedules

Navigate to Finance → Payment Schedules from the main menu.

Schedule Dashboard

Overview

Payment Schedules Dashboard

Upcoming Payments (Next 30 Days):
├─ Total Scheduled: $234,567.89
├─ This Week: $45,678.90
├─ Next Week: $56,789.12
└─ Remaining: $132,099.87

Recurring Payments:
├─ Active Schedules: 23
├─ Monthly Total: $45,678.90
├─ Next Run: January 25, 2026
└─ Auto-Pay Enabled: 18

Cash Forecast:
┌────────────────────────────────────────────────────────────────┐
│ Week        │ Scheduled │ Projected AR │ Net Flow              │
├────────────────────────────────────────────────────────────────┤
│ Jan 20-26   │ $45,679   │ $67,890      │ +$22,211              │
│ Jan 27-Feb 2│ $56,789   │ $78,901      │ +$22,112              │
│ Feb 3-9     │ $34,568   │ $45,678      │ +$11,110              │
│ Feb 10-16   │ $23,457   │ $56,789      │ +$33,332              │
└────────────────────────────────────────────────────────────────┘

[View All Schedules] [Create Schedule] [Run Payments]

Schedule Types

One-Time Schedules

One-Time Payment Schedule

Schedule for future payment of specific bills.

Schedule Details:
├─ Schedule Name: [Q1 Tax Payment]
├─ Schedule Type: ● One-Time ○ Recurring
├─ Payment Date: [04/15/2026]
├─ Payment Method: [ACH Transfer ▼]
└─ Bank Account: [Operating Account ▼]

Bills to Pay:
┌────────────────────────────────────────────────────────────────┐
│ [x] │ Vendor          │ Bill #       │ Amount     │ Due Date  │
├────────────────────────────────────────────────────────────────┤
│ [x] │ State Tax Board │ TAX-Q1-2026  │ $25,000.00 │ Apr 15    │
│ [x] │ Federal IRS     │ EST-Q1-2026  │ $45,000.00 │ Apr 15    │
└────────────────────────────────────────────────────────────────┘

Total Scheduled: $70,000.00

Notifications:
├─ [x] Email reminder 7 days before
├─ [x] Email reminder 1 day before
└─ [ ] Auto-process on date

[Cancel] [Save Schedule]

Recurring Schedules

Recurring Payment Schedule

Schedule Details:
├─ Schedule Name: [Monthly Rent]
├─ Schedule Type: ○ One-Time ● Recurring
└─ Status: [Active ▼]

Vendor: ABC Property Management

Recurrence Pattern:
├─ Frequency: [Monthly ▼]
│  ├─ Weekly
│  ├─ Bi-Weekly
│  ├─ Monthly
│  ├─ Quarterly
│  └─ Annually
├─ Day: [1st ▼] of each month
├─ Start Date: [01/01/2026]
└─ End Date: [ ] No end date
              [x] End after [12] occurrences
              [ ] End on [__/__/____]

Payment Details:
├─ Amount: $[5,000.00]
├─ GL Account: [6100 - Rent Expense]
├─ Payment Method: [ACH Transfer ▼]
├─ Bank Account: [Operating Account ▼]
└─ Reference: [Monthly rent - {month}]

Auto-Processing:
├─ [x] Auto-create bill
├─ [x] Auto-approve payment
├─ [ ] Auto-process payment
└─ Approval required if > $[_____]

[Cancel] [Save Schedule]

Installment Plans

Installment Payment Plan

Create payment plan for large purchases.

Original Bill:
├─ Vendor: ABC Equipment
├─ Bill #: BILL-2026-EQ-001
├─ Total Amount: $120,000.00
└─ Original Due: February 15, 2026

Installment Plan:
├─ Number of Payments: [12]
├─ Frequency: [Monthly ▼]
├─ First Payment: [02/15/2026]
├─ Payment Amount: $10,000.00
└─ Final Payment: January 15, 2027

Payment Schedule:
┌────────────────────────────────────────────────────────────────┐
│ # │ Due Date    │ Amount     │ Cumulative │ Remaining          │
├────────────────────────────────────────────────────────────────┤
│ 1 │ Feb 15, 2026│ $10,000.00 │ $10,000    │ $110,000           │
│ 2 │ Mar 15, 2026│ $10,000.00 │ $20,000    │ $100,000           │
│ 3 │ Apr 15, 2026│ $10,000.00 │ $30,000    │ $90,000            │
│ ...                                                            │
│ 12│ Jan 15, 2027│ $10,000.00 │ $120,000   │ $0                 │
└────────────────────────────────────────────────────────────────┘

Interest/Fees:
├─ Interest Rate: [0]%
├─ Setup Fee: $[0.00]
└─ Total Cost: $120,000.00

[Cancel] [Create Plan]

Schedule Management

Active Schedules

Payment Schedules

Filter: [All Types ▼] [Status ▼] [Vendor ▼]

┌────────────────────────────────────────────────────────────────┐
│ Schedule        │ Type      │ Amount   │ Next Date│ Status    │
├────────────────────────────────────────────────────────────────┤
│ Monthly Rent    │ Recurring │ $5,000   │ Feb 01   │ Active    │
│ Utility Payment │ Recurring │ $850     │ Jan 25   │ Active    │
│ Equipment Loan  │ Installment│$10,000  │ Feb 15   │ Active    │
│ Insurance       │ Recurring │ $2,500   │ Feb 01   │ Active    │
│ Q1 Tax Payment  │ One-Time  │ $70,000  │ Apr 15   │ Scheduled │
│ Software License│ Recurring │ $299     │ Jan 28   │ Paused    │
└────────────────────────────────────────────────────────────────┘

Summary:
├─ Active Recurring: 4 ($8,650/month)
├─ Active Installments: 1 ($10,000/month)
├─ Scheduled One-Time: 1 ($70,000)
└─ Paused: 1

[+ New Schedule] [Process Due] [Export]

Schedule Detail

Schedule: Monthly Rent

Vendor: ABC Property Management
Type: Recurring (Monthly)
Status: Active

Schedule Information:
├─ Amount: $5,000.00
├─ Frequency: Monthly on 1st
├─ GL Account: 6100 - Rent Expense
├─ Payment Method: ACH Transfer
├─ Bank Account: Operating Account
├─ Started: January 1, 2025
└─ Next Payment: February 1, 2026

Payment History:
┌────────────────────────────────────────────────────────────────┐
│ Date        │ Amount     │ Reference     │ Status              │
├────────────────────────────────────────────────────────────────┤
│ Jan 01, 2026│ $5,000.00  │ ACH-2026-0001 │ ✓ Paid              │
│ Dec 01, 2025│ $5,000.00  │ ACH-2025-0345 │ ✓ Paid              │
│ Nov 01, 2025│ $5,000.00  │ ACH-2025-0312 │ ✓ Paid              │
│ Oct 01, 2025│ $5,000.00  │ ACH-2025-0278 │ ✓ Paid              │
└────────────────────────────────────────────────────────────────┘

Total Paid: $60,000.00 (12 payments)

[Edit Schedule] [Pause] [Skip Next] [Cancel Schedule]

Payment Processing

Process Scheduled Payments

Process Scheduled Payments

Payment Date: January 25, 2026
Bank Account: Operating Account

Due for Processing:
┌────────────────────────────────────────────────────────────────┐
│ [x] │ Schedule        │ Vendor         │ Amount   │ Method    │
├────────────────────────────────────────────────────────────────┤
│ [x] │ Utility Payment │ City Power     │ $850.00  │ ACH       │
│ [x] │ Internet Service│ FastNet ISP    │ $199.00  │ ACH       │
│ [ ] │ Software License│ CloudApps Inc  │ $299.00  │ Credit Card│
└────────────────────────────────────────────────────────────────┘

Processing Options:
├─ [x] Create bills automatically
├─ [x] Auto-apply to schedules
└─ [x] Send payment confirmations

Selected: 2 payments totaling $1,049.00

Pre-Process Validation:
├─ Bank Balance: $145,678.90 ✓
├─ After Payments: $144,629.90 ✓
└─ All vendors active: ✓

[Preview] [Process Selected]

Skip Payment

Skip Scheduled Payment

Schedule: Monthly Rent
Vendor: ABC Property Management
Regular Amount: $5,000.00

Skipping:
├─ Payment Date: February 1, 2026
├─ Reason: [Rent credit applied ▼]
│  ├─ Rent credit applied
│  ├─ Payment made separately
│  ├─ Vendor request
│  ├─ Timing adjustment
│  └─ Other
└─ Notes: [Landlord applied maintenance credit]

Schedule Adjustment:
○ Resume normal schedule next period
● Adjust amounts for remaining periods
  └─ Credit amount: $[2,500.00]

Next Payment After Skip:
├─ Date: March 1, 2026
├─ Amount: $5,000.00
└─ Schedule continues normally

[Cancel] [Skip Payment]

Cash Forecasting

Payment Forecast

Payment Forecast

Period: Next 90 Days

Weekly Forecast:
┌────────────────────────────────────────────────────────────────┐
│ Week        │ Recurring │ One-Time │ Installment│ Total       │
├────────────────────────────────────────────────────────────────┤
│ Jan 20-26   │ $8,650    │ $0       │ $0         │ $8,650      │
│ Jan 27-Feb 2│ $8,650    │ $15,000  │ $0         │ $23,650     │
│ Feb 3-9     │ $0        │ $0       │ $0         │ $0          │
│ Feb 10-16   │ $0        │ $0       │ $10,000    │ $10,000     │
│ Feb 17-23   │ $8,650    │ $0       │ $0         │ $8,650      │
│ Feb 24-Mar 2│ $8,650    │ $0       │ $0         │ $8,650      │
├────────────────────────────────────────────────────────────────┤
│ 90-Day Total│ $103,800  │ $85,000  │ $30,000    │ $218,800    │
└────────────────────────────────────────────────────────────────┘

Cash Position:
├─ Current Balance: $395,678.90
├─ Less Scheduled: $218,800.00
├─ Plus Expected AR: $345,678.90
└─ Projected Balance: $522,557.80

[Export Forecast] [Adjust View]

Category Breakdown

Scheduled Payments by Category

Period: Next 12 Months

Category Summary:
┌────────────────────────────────────────────────────────────────┐
│ Category          │ Monthly Avg │ Annual Total │ % of Total   │
├────────────────────────────────────────────────────────────────┤
│ Rent & Facilities │ $7,500      │ $90,000      │ 28%          │
│ Utilities         │ $2,850      │ $34,200      │ 11%          │
│ Loan Payments     │ $15,000     │ $180,000     │ 56%          │
│ Subscriptions     │ $1,299      │ $15,588      │ 5%           │
├────────────────────────────────────────────────────────────────┤
│ Total             │ $26,649     │ $319,788     │ 100%         │
└────────────────────────────────────────────────────────────────┘

Monthly Distribution:
Jan: $26,649 ████████████████████████
Feb: $26,649 ████████████████████████
Mar: $26,649 ████████████████████████
Apr: $96,649 ████████████████████████████████████████ (Q1 taxes)
...

[View Details] [Export]

Notifications

Alert Settings

Payment Schedule Notifications

Reminder Settings:
├─ [x] Email reminders before scheduled payments
│  ├─ Days before: [7, 3, 1]
│  └─ Recipients: [[email protected]]
│
├─ [x] Notify when payment processed
│  └─ Recipients: [[email protected], [email protected]]
│
├─ [x] Alert on failed payments
│  └─ Recipients: [[email protected], [email protected]]
│
└─ [x] Weekly summary of upcoming payments
   ├─ Send on: [Monday ▼]
   └─ Recipients: [[email protected]]

Threshold Alerts:
├─ [x] Alert if scheduled > $[10,000]
├─ [x] Alert if bank balance insufficient
└─ [x] Alert if schedule modified

[Save Notification Settings]

Upcoming Payments Alert

Upcoming Payments Notification

Subject: Payments Due This Week (Jan 20-26, 2026)

3 Payments Scheduled:
┌────────────────────────────────────────────────────────────────┐
│ Date    │ Vendor         │ Schedule        │ Amount           │
├────────────────────────────────────────────────────────────────┤
│ Jan 22  │ City Power     │ Utility Payment │ $850.00          │
│ Jan 25  │ FastNet ISP    │ Internet Service│ $199.00          │
│ Jan 25  │ CloudApps Inc  │ Software License│ $299.00          │
├────────────────────────────────────────────────────────────────┤
│ Total This Week:                           │ $1,348.00         │
└────────────────────────────────────────────────────────────────┘

Bank Balance: $145,678.90
Sufficient funds: ✓

Action Required:
- Software License is paused - resume or skip?

[View in System]

Reports

Schedule Summary

Payment Schedule Summary Report

As of: January 22, 2026

Active Schedules by Type:
┌────────────────────────────────────────────────────────────────┐
│ Type        │ Count │ Monthly Total │ Annual Projection       │
├────────────────────────────────────────────────────────────────┤
│ Recurring   │ 15    │ $18,649       │ $223,788                │
│ Installment │ 3     │ $25,000       │ $180,000                │
│ One-Time    │ 5     │ N/A           │ $125,000                │
├────────────────────────────────────────────────────────────────┤
│ Total       │ 23    │ $43,649       │ $528,788                │
└────────────────────────────────────────────────────────────────┘

Top 5 Scheduled Payments:
1. Equipment Loan: $10,000/month
2. Office Rent: $5,000/month
3. Q1 Tax Payment: $70,000 (one-time)
4. Warehouse Rent: $3,500/month
5. Insurance Premium: $2,500/month

[Export] [Print]

Payment History

Scheduled Payment History

Period: Last 12 Months

Monthly Summary:
┌────────────────────────────────────────────────────────────────┐
│ Month    │ Scheduled │ Processed │ Skipped │ Failed │ Rate    │
├────────────────────────────────────────────────────────────────┤
│ Jan 2026 │ 18        │ 17        │ 1       │ 0      │ 94%     │
│ Dec 2025 │ 18        │ 18        │ 0       │ 0      │ 100%    │
│ Nov 2025 │ 18        │ 18        │ 0       │ 0      │ 100%    │
│ Oct 2025 │ 17        │ 16        │ 0       │ 1      │ 94%     │
│ Sep 2025 │ 17        │ 17        │ 0       │ 0      │ 100%    │
├────────────────────────────────────────────────────────────────┤
│ YTD Total│ 213       │ 209       │ 2       │ 2      │ 98%     │
│ Amount   │ $523,456  │ $518,456  │ $2,500  │ $2,500 │         │
└────────────────────────────────────────────────────────────────┘

Failed Payments:
├─ Oct 15: Software License - Insufficient funds
└─ Resolution: Processed manually Oct 16

[Export History]

Best Practices

Schedule Setup

• Review recurring amounts
• Set appropriate reminders
• Verify bank accounts
• Document payment terms

Processing

• Review before processing
• Verify sufficient funds
• Check for duplicates
• Maintain audit trail

Monitoring

• Review forecasts weekly
• Track failed payments
• Update changed schedules
• Reconcile regularly

Troubleshooting

Common Issues

Payment didn't process

• Check bank balance
• Verify schedule active
• Review error messages
• Check payment method

Wrong amount paid

• Review schedule amount
• Check for modifications
• Verify no duplicates
• Adjust and re-process

Schedule not appearing

• Check status (active/paused)
• Verify date range
• Review filter settings
• Check end date

Forecast incorrect

• Verify all schedules
• Check for paused items
• Review date calculations
• Update modified schedules

Related Documentation

Learn about Accounts Payable for managing vendor payments and bills.