Worked scenarios, not customer references
The payment looks done.
What happens next?
Four familiar situations, the records that reveal the problem and the decision that moves things forward.
01 / Contractor payouts
The run finished. Someone is still waiting.
Friday’s payout file contains 12 rows. The source system has 13 approved invoices. One approval arrived after the export, so that contractor never entered the run.
Friday payout run
13
Approved invoices
12
Imported rows
1 invoice is missing
INV-013 cleared approval after the export. It has no payout row to track.
PAY-008 · Returned
Account closed. Confirm new details and the original result before retrying.
When a payment comes back
If an item returns, confirm the account details and the original payment result before retrying. A submitted payment is not proof that the recipient has received it.
The decision
Compare approved invoices with imported rows before release. Then follow each payment’s result, including returns, rather than relying on the batch total.
Gruv keeps imported rows, source references and individual results together. A missing source row still needs your team to find it.
02 / Client collections
One deposit. Three open invoices.
A business customer sends €3,600 from its group account. Three invoices total the same amount, but the transfer does not say which ones the customer meant to pay.
Incoming payment
€3,600.00
Credited · Customer remittance requested
The total matches. Confirm these are the three invoices the customer intended to settle.
When the records disagree
If the payer name or total differs, keep the allocation open while you investigate. Agree who follows up with the customer and who confirms the final match.
The decision
Confirm the customer’s remittance, then allocate the payment. An amount match is a useful clue; it is not enough on its own to close the invoices.
Receiving details and deposit references help identify the payer. Reconciliation compares the ledger, payment record and statement so mismatches stay visible.
03 / Currency conversion
The invoice is approved. The quote has expired.
A supplier bills €18,400. Your business funds the payment in dollars, but the currency quote expires while the invoice waits for approval.
EUR → USD funding
Quote expired- Supplier invoice
- €18,400.00
- Original USD per EUR
- 1.0893
- Original funding amount
- $20,043.12
Compare a fresh quote
New assumed rate: 1.0926 USD per EUR
$20,103.84
$60.72 more to fund the same invoice.
Decision: review the fresh quote before confirming.
Assumed rates, with no additional fees. These figures are for the scenario and are not a Gruv price or live quote.
When the response never arrives
Check the original conversion status before submitting another request. A lost response does not tell you whether the conversion executed; use the same request key when retrying the same instruction.
The decision
Review the new funding amount before confirming. The invoice has not changed; the dollar amount needed to pay it has.
Keep the quote reference, rate, expiry and conversion result available for review. Agree who can approve a changed funding amount.
04 / Contractor onboarding
The agreement is signed. The bank details have changed.
Your first contractor in a new market is ready to invoice. Before the payout, they tell operations they have changed bank accounts. Finance is still looking at the old details.
Engagement review
Agreement signed
The agreed work and contracting parties are recorded.
- 2
Bank details changed
Operations confirms the new account with the contractor.
- 3
Payout decision
Finance reviews the updated details and any remaining holds.
A signed agreement does not confirm current bank details.
Before the first contractor starts
Confirm the country, contracting role, classification and tax decision owners, and payment route before onboarding. Adding a second market is a separate scope decision.
The decision
Confirm the changed details with the contractor and assign the review to a person. Clear the relevant requirements before deciding to release the payment.
The engagement brings agreement status, required documents and payout setup together. Holds and decision owners follow the policy configured for your program.
Frequently Asked Questions
Are these customer case studies?+
Where do the figures come from?+
Can I use these payment flows in my country?+
How can I check the mechanics behind a scenario?+
Talk through your situation
Tell us where the payment gets complicated. We’ll help you work through the next step.
Talk to Gruv