FAQs

Paynest is an AI-powered integrated financial management platform that helps companies save time and money across expense management, accounts payable and receivable. In one platform, finance teams can manage all cash inflows and outflows, automate ERP reconciliation, trigger payments and reimbursements, and ensure compliance with internal and fiscal policies.
Paynest’s automation reduces manual work, minimizes errors and increases operational control.

Paynest is a modular platform that you can adapt to your company's needs. In a single platform, you can find Expense Management, including Travel Reports & Per Diem, Accounts Payable and Accounts Receivable. All modules integrate with major ERPs and support fully integrated payments.

Paynest is highly configurable and adapts to both SMEs and large enterprises. Its modular structure and customizable workflows allow it to support companies across all stages of growth. It works across any industry and is proven in organizations with multiple legal entities, ensuring compliance and strong financial control. Users can submit, approve and manage expenses or invoices across different entities, with fully customizable and granular permissions.

Paynest integrates with all major ERPs, including: Primavera, PHC, SAP, Navision, among others. Integrations don't require any manual edits, ensuring efficiency and compliance.

Paynest is highly configurable: cost centers, approval workflows, spending limits, mileage rules, per diem rules, individual employee settings and all internal policies.Each employee can have their own custom rules.

Travel reports are calculated automatically based on the exact km generated through Google Maps and the company’s internal rules.

Per Diems are calculated using the company’s policy, dates, hours and destination of the trip, ensuring accuracy and compliance.

Paynest’s AI automatically validates each expense: VAT number, limits, categories, duplicates, fraud patterns and all company-specific rules. Alerts are triggered whenever a non-compliant expense is detected.

The app automatically fills in all fields using QR Code reading and OCR, including foreign invoices. For international expenses, Paynest converts the amount to euros using the exchange rate of the transaction day.

Reimbursements are processed automatically after approval, and can be instant, reducing delays and increasing employee satisfaction.

When an invoice is submitted - by email or upload - Paynest automatically reads the invoice data and QR Code, separating line items and VAT.

The AI validates the supplier’s VAT number, amounts, purchase orders against contracts, and detects duplicates.Each invoice is fully checked before entering the configured approval workflow, ensuring compliance and reducing errors.

Payments can be made instantly or scheduled for a future date set in the platform.

They can be processed via virtual card (ideal for subscriptions), direct debit, or bank transfer directly within Paynest.

If payments are made outside Paynest, you can update the payment status and keep full visibility in a single dashboard.

You can register and monitor invoices paid through other banks or systems.

Paynest allows you to categorize, reconcile and maintain a full history of these invoices, ensuring centralised financial control even when payment is executed outside the platform.

Paynest lets you create single-use or recurring virtual cards to pay suppliers securely and instantly.

These cards offer full control over spend limits, categories and validity periods, while reducing fraud risks and payment errors.

Paynest reconciles with the E-Fatura system, identifying invoices issued by suppliers that were not submitted or forwarded to the company.

This prevents late payments, strengthens fiscal control and helps detect communication gaps with suppliers.

In Paynest, you can issue Invoices, Invoice-Receipts and Simplified Invoices, all with QR Code and ATCUD, fully integrated with the Portuguese Tax Authority.

Paynest automates collection follow-ups, generates recurring invoices based on contracts, and provides real-time visibility into payment statuses.

Paynest automatically reconciles issued invoices, received payments and banking transactions, using the Paynest wallet or imported bank statements.

By implementing Paynest in your company, a wallet will be created in Modulr, a payment platform that ensures the security and coverage of your funds. Throughout the Paynest subscription period, you can have control and manage the deposited amount. Modulr is authorized and regulated by the Financial Conduct Authority (FCA) in the United Kingdom, licensed to operate in the European Union, and subject to rigorous regulatory requirements in terms of risk management and customer fund protection.

Paynest ensures compliance with GDPR through various measures. Firstly, we are transparent and clear about data collection and its purpose, and we maintain confidentiality by restricting access and assuming solid responsibility for data protection. We collect only the necessary information for platform operation, use data in the client's best interest, and verify data security through regular updates and preventive checks. We also comply with storage limitations, keeping only necessary data on secure AWS servers in the EU.