For Approver & Admin & Accounting
When Vendors Get Paid
The short answer
The Scheduled Date is the day the money leaves. An ACH payment usually arrives 1-2 business days later; a wire the same day. A payment funded from your own bank waits for that money to arrive first. Dolly emails the vendor when the payment is on its way, and the payment page shows the expected arrival.
What each status means
| Status | What is happening |
|---|---|
| Draft | Saved, not sent for approval. |
| Pending Approval | Waiting on an approver. Nothing has moved. |
| Scheduled | Approved. Leaves on its send date (“Scheduled · Sends Oct 24”). |
| Transferring from External Bank | Dolly is pulling the money from your bank to fund the payment. |
| Card Ready to Use / Card Sent to Vendor | A single-use card is waiting to be charged. |
| Pending | Sent. On its way to the vendor’s bank. |
| Paid | Delivered. |
| Failed / Returned | It did not arrive, or the vendor’s bank sent it back. |
| Rejected / Canceled | Stopped before it went out. |
How long it takes
Standard (ACH) arrives 1-2 business days after it leaves. Wire (same-day) arrives the day it is sent. If the payment is funded from your bank rather than your AP balance, add the time for that transfer first. The payment page’s status bar shows Scheduled, Payment Processed and Sent, with the expected arrival date.
Dolly sends payments on business days. The vendor’s bank decides when the money shows in their account.
What the vendor sees
When the payment is sent, Dolly emails the vendor “Dolly - Payment Processing”. It shows who it is from, the amount, the payment number and an Estimated Delivery date, and tells them to contact support if the money hasn’t arrived by the next business morning.
“The vendor says they haven’t been paid”
- Check the payment status. Scheduled means it has not left yet; look at the send date.
- If it is Pending, give it 1-2 business days from the send date.
- If it is Paid, open the payment and read the vendor the last digits of the account under Payment Method. If that is their account and the money still hasn’t arrived, contact Dolly Support with the payment number.
- If it is Failed or Returned, see Failed, Canceled and Returned Payments.
Frequently asked questions
- Will the vendor see it by Friday?
- If an ACH payment leaves on Wednesday, it usually lands Thursday or Friday. Choose a wire if it must land the same day.
- Our bank uses Positive Pay or blocks ACH debits. What do we need?
- If your payments are funded from your bank, Dolly pulls the money from it by ACH. Contact Dolly Support for the company ID to allow, so your bank does not block it.
- A vendor got the payment email but isn’t our vendor.
- Check the vendor’s email in Dolly; it may be a typo. Correct it on the vendor page.
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