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How do I make a batch payment through the portal?

This article covers how batch payments work and how to upload multiple payments at once using different methods.

Batch payments let you upload multiple payments in a single file, even allowing you to combine virtual cards and bank transfers together, rather than creating each one individually. You can include full booking details or custom metadata for every payment, and download a ready-made CSV or XLSX template to get started.

This is especially useful when paying several suppliers at once. It's faster than processing payments individually, and a built-in validation check catches errors before anything is confirmed. Once processed, payments appear just like individual transactions and are fully reconciliation-ready in the Accounts Room.

Key capabilities include:

  • Bulk virtual cards: generate numerous virtual cards at once to pay multiple suppliers
  • Data integration: include full booking information or custom metadata for every payment
  • Hybrid uploads: combine bank transfers and virtual cards within the same file
  • Enhanced card controls: choose Single-use or Multi-use cards, with an optional Card Close Date (must fall within the pre-agreed card expiry date)

Both CSV and XLSX formats are fully supported. XLSX is the newer option and offers guided drop-downs to help reduce errors, but you're free to use whichever format suits you.

How to upload a Batch Payment CSV File

  1. Log in to the Portal.
  2. Go to the Payments Room > Batch > +Batch.

  1. (Optional) Download a template. For CSV, choose Default, Hotel, or Invoice to generate a file with the required headers, or if you're new to batch payments, click "Generate CSV Template" for a guided CSV with drop-down fields based on your organisation's data. For  XLSX, download the Excel template and select the tab matching your template (Default, Hotel, Invoice, or Custom, if available).
  2. Fill in your payment details, including supplier info, amounts, and any metadata. In the XLSX template, yellow-highlighted cells are drop-downs for values like Method, Type, and Account (e.g. selecting "P2P-200-MC Travel" for Type and your EUR account for Account).
  3. Return to Payments > Batch and upload your completed CSV or  XLSX file. The portal validates the data and flags any errors before processing.
  4. Select Process to authorise the batch and create all payments.

You can also check out this one-minute video for a more detailed overview.

Batch Summary

Once uploaded, the batch upload will appear in a table overview, where you can:

  • Control the batch for later processing (Status: Todo)
  • Performs a pre-uploaded check (Status: Todo)
  • Refresh the status of a batch (Status: Processing)
  • Download receipts once processing is complete (Status Complete).

If you're processing payments at higher volumes or have an automated setup, you can now also submit batch payments directly via the Pax2pay API instead of uploading a file through the portal. Full documentation is available here.

Need help? Raise a ticket with our support team.