How To Process Payment Requests from Employees

In ManagePH, employees create “invoices” for their work periods. These aren’t traditional invoices — they’re payment requests that include:

• Time period covered (start date to end date)
• Hours worked (auto-calculated from time tracking or manually entered)
• Amount requested (auto-calculated for hourly, manual for salaried)
• Project/team assignment (if applicable)
• Description of work performed

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Step 1: Accessing Payment Requests

Finding New Requests:

1. Go to Invoices in your left sidebar
2. Look for requests with Pending status
3. Review the summary: employee name, amount, period, submission date

Understanding the Dashboard:

• Pending Requests: Need your review and approval
• Approved: Ready for payment processing
• Paid: Completed transactions
• Denied: Rejected requests with reasons

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Step 2: Reviewing Payment Requests

Key Things to Verify:

Time Period Accuracy

• Does the date range make sense?
• No overlapping periods with previous requests?
• Aligns with your payment schedule (weekly, bi-weekly, monthly)?

Hours and Amount Calculation

• Hourly = Hours × Rate
• Salaried = Fixed monthly amount
• Check auto-calculations look correct

Work Description

• Matches assigned tasks?
• Correct project/team assignment?
• Any red flags in quality or scope?

Example Review Process:

• Employee: Sarah Chen
• Period: March 1–15, 2024
• Hours: 78.5 hours
• Rate: $25/hour
• Calculated Amount: $1,962.50
• Project: Client Website Redesign
• Description: “Frontend development work including responsive design implementation, component optimization, and client feedback integration.”

✅ Period aligns with bi-weekly schedule
✅ Hours reasonable for part-time work
✅ Rate matches profile ($25/hr)
✅ Calculation correct (78.5 × $25)
✅ Work description matches tasks

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Step 3: Approval or Denial Decisions

Approve When:

• Calculations are correct
• Work period is appropriate
• Description is sufficient
• Hours align with expectations
• Projects match records

Deny When:

• Errors in math/calculations
• Overlapping periods
• Insufficient detail in description
• Excessive/unexpected hours
• Missing/unclear project assignment

Denial Best Practices: Always provide clear feedback:

• Calculation Error: “Hours show 45 but amount calculated for 54. Please resubmit with correct figures.”
• Insufficient Detail: “Please provide more specific description of tasks completed during this period.”
• Period Overlap: “This overlaps with your March 1–8 request already approved. Please adjust dates.”

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Step 4: Payment Processing Options

Option 1: Wise Integration (Recommended for International)

We use Wise for all of our payments, and highly recommend it. You need to generate a Wise API key for your business account (a business account is required) and enter it in the settings page. Then you should add money to your Wise account before processing the payment on our platform. It will go from Wise -> ManagePH makes the request to Wise and sends to the contractor information -> Contractor paid.

Process:

1. Click Pay via Wise on approved request
2. ManagePH creates Wise transfer automatically
3. Employee receives local currency
4. You get confirmation + tracking
5. Request marked as Paid

Requirements: Wise account connected, employee banking details correct, sufficient funds

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Option 2: Manual Payment (PayPal, Bank Transfer, etc.)

Best for: Domestic employees, preferred local payment methods

Process:

1. Note payment details from request
2. Pay via PayPal/Zelle/bank transfer
3. Mark request as Paid in ManagePH
4. Enter transaction reference + payment date

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Option 3: Batch Processing

Best for: Multiple requests to be paid at once

Process:

1. Approve multiple requests
2. Calculate total owed
3. Process single payment
4. Mark each request as Paid with same reference

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Step 5: Record Keeping and Tracking

Payment Status:

• Pending → awaiting review
• Approved → ready for processing
• Paid → completed
• Denied → rejected with feedback

Maintain Records For:

• Transaction references
• Payment dates
• Payment methods
• Exchange rates (international)

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Handling Common Payment Scenarios

Scenario 1: Partial Payment

• Deny original request
• Ask resubmission for reduced amount
• Pay approved portion, defer remainder

Scenario 2: Currency Conversion Issues

• Use Wise for automatic conversion
• Or pay USD and let employee convert
• Record exchange rate used

Scenario 3: Payment Method Problems

• Check error messages
• Verify banking details
• Use alternative method
• Update records

Scenario 4: Disputed Hours

• Compare time tracking vs. request
• Check manual entries/corrections
• Clarify with employee
• Agree on corrected hours

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Troubleshooting Payment Issues

Problem: Employee says payment not received

• Check transaction status
• Verify banking details
• Check conversion delays
• Provide reference for tracing

Problem: Payment amounts don’t match tracking

• Review rate classification (hourly vs salaried)
• Check overrides or corrections
• Verify project-specific rates

Problem: Too many small requests

• Ask employees to batch requests
• Set minimum payment thresholds
• Standardize submission periods
• Use batch processing