Pay Out Suppliers

Overview

To pay out suppliers, open the Payments menu under Financials → the Payables tab → Suppliers, tick the allocated invoices → click Ready payments, then confirm in the Ready Payments window. Then on the Paying tab, generate the payments CSV, upload it to your bank to send the money, and Mark as paid.

Check which invoices are ready to pay

Open the Payments page

From the left sidebar, open Financials and click Payments. Payments is only available to property managers who are a finance person or a principal — it won't appear in the sidebar for other property managers, and the direct URL redirects them to the dashboard. This guide is scoped to those users.

Go to the supplier payables

Open the Payables tab, then click the Suppliers tab beneath it.

See what's listed

Only supplier invoices with a status of Allocated appear here — those are the ones ready to pay. The Total Payable Amount is shown above the table.

Note: A supplier invoice moves through Pending → Allocated → Paid. It only becomes Allocated — and shows up here — once its amount has been deducted from the property's balance, so an invoice against a property that's short of funds stays Pending and can't be paid yet.

Pay out the selected suppliers

Select the invoices

Tick each supplier invoice you want to pay, or use the header checkbox to select the whole list.

Start the pay run

Click Ready payments (top right).

Confirm the pay run

In the Ready Payments window, review the breakdown of payments and the Total Payment Amount, then click Ready Payments to process them. A progress bar runs while the payments are created.

Continue to Paying

When processing finishes, Keyhook shows a summary of which payments Succeeded or Failed. Click Continue to move to the Paying tab.

Note: A supplier needs bank details on file before it can be paid. If any selected supplier is missing them, Keyhook shows a warning when you click Ready payments and won't open the pay run until you add them (see "If a supplier is missing payment details" below).

Generate the payment file for your bank

Open the Paying tab

On the Payments page, open the Paying tab and click the Suppliers tab. These are payments you've readied but not yet sent.

Select the payments

Tick the supplier payments you want to send.

Generate the CSV

Click Generate selected (N) Suppliers payments CSV (the button shows how many you've ticked). The file downloads to your computer automatically.

Send the money from your bank

Upload the downloaded CSV into your online banking to make the actual transfers — Keyhook prepares the file but does not move the money itself.

Note: If the file can't be generated because a supplier's bank details are invalid, Keyhook sends you to a CSV Generation Failed page listing the rows to fix instead of downloading anything.

Mark the payments as paid

Confirm in the pop-up

As soon as the CSV downloads, a Mark as paid window opens. Once you've uploaded the file at your bank, click Mark as paid to confirm.

Check the Paid tab

The payments move off Paying and onto the Paid tab, where you can review them later.

Note: Marking as paid only updates Keyhook's records — it doesn't send any money. Only do it after you've actually uploaded the file and made the transfers at your bank.

If a supplier is missing payment details

Open the supplier

From the left sidebar, open Maintenance → Suppliers and click the supplier.

Find the payment details

In the supplier's form, scroll to the Payment Details section — a banner reads Payment details are missing for this supplier until they're added.

Enter the bank account

Enter the Bank account name and a valid NZ Bank account number (with dashes).

Save

Click Save, then go back and ready the payment again.

Note: The bank account number must be a valid NZ account number including dashes, or the supplier can't be paid and the CSV won't generate for them.

Frequently asked questions

What do Pending, Allocated and Paid mean?

Pending means the invoice is recorded but its amount hasn't yet been taken from the property's balance. Allocated means the amount has been deducted and set aside in the supplier payable account, ready to pay on the next pay run. Paid means the money has left the trust account. Only Allocated invoices can be paid out.

Why can't I find an invoice I need to pay?

The Payables list only shows invoices that are Allocated. If an invoice is still Pending, its property doesn't yet have the funds to cover it — the invoice appears once rent or other income has been reconciled against the property.

What do I do with the CSV file?

Upload it into your online banking to make the actual bank transfers to your suppliers. Keyhook generates the file but doesn't move any money itself — that happens at your bank.

A supplier can't be paid because of missing payment details — how do I fix it?

Open the supplier from Maintenance → Suppliers, add a Bank account name and a valid NZ Bank account number under Payment Details, and Save. Then return to the pay run and ready the payment again.

Do I have to Mark as paid straight away?

No. The payments sit on the Paying tab until you mark them as paid. Only mark them once you've uploaded the CSV and sent the transfers at your bank — marking as paid just updates Keyhook's records and moves the payments to the Paid tab.