Processing payment requests sounds simple. Review, approve, pay.
In practice, it’s where most friction in remote team management shows up — disputed hours, unclear descriptions, banking errors, and delays that damage trust faster than almost anything else.
This guide walks through the full five-step workflow for reviewing and processing payment requests inside ManagePH, plus the professional communication practices that keep the process clean on both sides.
Standard Operating Procedure (SOP) for Reviewing VA Invoices
Before diving into the steps, a quick note on what “invoices” mean in ManagePH.
These are payment requests — not traditional contractor invoices.
Each request includes the time period covered, hours worked (auto-calculated from time tracking or manually entered), amount requested, project or team assignment, and a description of work performed.
Your review SOP should be consistent across every request. The same checklist, every time. This protects you from approving errors and protects your team from having requests processed inconsistently.
Step 1: Accessing Payment Requests
Finding pending requests:
- Go to Invoices in your left sidebar
- Filter for Pending status
- Review: employee name, amount, period, submission date
Dashboard status definitions:
- Pending — awaiting your review and approval
- Approved — ready for payment processing
- Paid — completed transactions
- Denied — rejected with reason provided
Step 2: Reviewing Payment Requests
Time Period Accuracy
- Does the date range make sense?
- No overlap with a previously approved request?
- Aligns with your payment schedule (weekly, bi-weekly, monthly)?
Hours and Amount Calculation
- Hourly: Hours × Rate = Amount
- Salaried: Fixed monthly amount (or prorated for partial periods)
- Do the auto-calculated figures match expectations?
Work Description
- Does it match assigned tasks for that period?
- Correct project or team assignment?
- Enough detail to audit if needed?
Example review:
| Field | Detail |
|---|---|
| Employee | Sarah Chen |
| Period | March 1–15 |
| Hours | 78.5 |
| Rate | $25/hour |
| Amount | $1,962.50 |
| Project | Client Website Redesign |
| Description | Frontend development: responsive design, component optimization, client feedback integration |
✅ Period aligns with bi-weekly schedule
✅ Hours reasonable for part-time
✅ Rate matches profile
✅ Calculation correct (78.5 × $25)
✅ Description matches assigned tasks
Step 3: Approval or Denial Decisions
Approve when: calculations are correct, period is appropriate, description is sufficient, hours align with expectations, project assignment is clear.
Deny when: math errors, overlapping periods, insufficient description, unexplained excess hours, missing project assignment.
Denial communication examples:
- Calculation error: “Hours show 45 but amount calculated for 54. Please resubmit with correct figures.”
- Insufficient detail: “Please provide more specific task descriptions for this period.”
- Period overlap: “This overlaps with your March 1–8 request already approved. Please adjust dates.”
Always provide a specific reason. Vague denials create confusion and require back-and-forth that slows everything down.
Step 4: Payment Processing Options
Option 1: Wise Integration (Recommended)
Wise is the fastest and most cost-effective method for paying Filipino remote workers in 2026. Wise-to-Philippine bank account transfers now typically complete in under 24 hours. Wise-to-GCash and Maya transfers are often instant to 4 hours.
To set up: generate a Wise API key from your business account (a business account is required) and enter it in ManagePH Settings. Add funds to your Wise account before processing. When you click Pay via Wise on an approved request, ManagePH creates the transfer automatically — funds go from your Wise account directly to the contractor’s Philippine bank account or e-wallet.
In 2026, GCash and Maya are the most requested payout destinations for Filipino remote workers. Both are supported through Wise. If your team prefers e-wallet payouts, confirm their account details are entered as their payment method in their ManagePH profile.
For more on payment method options, see our guide on best ways to pay VAs in 2026.
Option 2: Manual Payment (PayPal, Bank Transfer)
For domestic workers or preferred local methods:
- Note payment details from the approved request
- Pay via PayPal, Zelle, or bank transfer
- Mark request as Paid in ManagePH
- Enter transaction reference and payment date
Manual wire transfers to Philippine banks typically take 3–5 business days — significantly slower than Wise. Factor this into your payment schedule timing.
Option 3: Batch Processing
For paying multiple requests at once:
- Approve all pending requests
- Calculate total owed
- Process single Wise transfer (or manual payment)
- Mark each request as Paid with the same transaction reference
Step 5: Record Keeping and Tracking
Maintain records for:
- Transaction references for every payment
- Payment dates
- Payment method used
- Exchange rates applied (for international transfers)
For US employers: Filipino contractors submit W-8BEN forms certifying foreign status, which means no 1099 reporting is required for payments made to them. Keep those W-8BEN forms on file alongside your payment records. For a full breakdown, see our guide on W-8BEN tax form compliance.
Handling Common Payment Scenarios
Partial payment: Deny the original request with a clear explanation, ask for resubmission at the approved amount, pay the undisputed portion promptly. Holding back the full amount while a portion is disputed damages trust unnecessarily.
Currency conversion: Use Wise for automatic conversion at near mid-market rates. If paying in USD and letting the contractor convert, note the USD amount in your records. Record the exchange rate used for your accounting.
Payment method problems: Check error messages, verify banking details are entered correctly in ManagePH, and use an alternative method if needed. Update records when the method changes.
Disputed hours: Compare time tracking records against the request. Review any manual entry requests for the period. Clarify directly with the worker before denying. Pay undisputed hours on schedule while the remainder is resolved.
The “Professional Ask”: Helping Your VA Request Payments Correctly
Payment friction often starts on the submission side. A poorly structured request — vague description, wrong dates, missing project — slows down your review and delays their payment.
Share this template with new team members during onboarding:
“Hi [Name],
I’m submitting my payment request for [start date] to [end date]. During this period I completed [specific deliverables or tasks].
Total hours: [X] at [rate], totaling [amount]. Project: [project name]. Please let me know if you need any additional detail.”
Brief, specific, and traceable. A request submitted this way takes 60 seconds to review and approve.
For the full VA-side guide on receiving payments, see our VA payment guide.
FAQ
What are the best payment methods for Filipino remote workers in 2026?
Wise is the top choice for cost and speed — near mid-market exchange rates, fees under 1% for larger transfers, and direct delivery to Philippine bank accounts, GCash, or Maya. GCash and Maya are the most requested payout destinations among Filipino remote workers in 2026 due to instant availability of funds. PayPal remains an option but carries higher fees (4.4%+ for international transactions). Manual wire transfers work for large infrequent payments but take 3–5 business days.
How does a VA professionally ask an employer for payment?
Keep it specific and brief: reference the exact work period, list the key deliverables completed, and state the amount and project. Something like: “Hi [Name], submitting my payment request for March 1–15 covering [specific tasks]. Total: [hours] at [rate] = [amount] for [project]. Let me know if you need any additional detail.” A request written this way signals professionalism and gets approved faster.
How do I handle a payment request that includes disputed hours?
Pay the undisputed portion first. Holding an entire payment while investigating one portion creates unnecessary financial stress for your worker and signals bad faith. Deny the disputed portion with a specific explanation, ask for resubmission or clarification, and resolve separately. Keeping the clean portion on schedule maintains trust while the dispute is worked through.
How can I automate payment requests from my team?
ManagePH handles this through its automated invoice processing feature. Workers submit payment requests directly through the platform at the end of each pay period — the system auto-calculates hours from time tracking records and generates the request amount. You receive a notification, review in the dashboard, and approve or deny with one click. For hourly workers especially, this removes manual calculation entirely and creates a clean audit trail for every payment.