Submitting a check request through the Finch App is quick and easy. From the landing page, simply click the “New Check Request” button in the top right corner to get started.
Vendor: This is the “payee” or who you would like to write the check for. For existing vendors, simply select their name from the dropdown list. To narrow down your vendor list, you can type or scroll to choose from the vendor list. If you don’t see the vendor you’re looking for – you can add a new vendor. For details about adding vendors, check out the next section.
Note: After you type in the name of a new vendor you’re trying to create, you may receive a pop-up alert that the name already exists (the name be used in a customer or employee profile). You can make this unique by changing the nomenclature in various ways. For example, you can change your submission of “John Smith” to either “Smith, John” or “Mr. John Smith”.
Transaction Date: This is the date you would like to recognize the expense for your financials. For example, if today is March 25th and you would like to write a check for your rent for April, you could click the date and select April 1st instead. From here, the Finch App will do the rest of the legwork to account for the expense appropriately.
Address: This is where the check will be mailed once it is approved and printed. Editing this field for both new and existing vendors will change the vendor profile for future check requests.
To add a new vendor, start typing their name in the “Select a Vendor” dropdown menu. From there, click “Create [New Vendor]” and fill in the remaining address fields. This vendor will be saved automatically for future check requests.
Memo: This is a short message that will appear on the check when it is printed. Important information to include in the memo might be an invoice number, account number, or a short description of what the check is for (i.e. “Invoice #143” or “Pizza party reimbursement”). Keep in mind that there is a character cap, so memos should be brief.
Attachments: Upload any relevant documents you would like saved with this check in the accounting software by dragging and dropping or selecting from your device. These will not be seen by the person receiving the check. Helpful attachments to include for your records include invoices, bills/notices, and any other relevant documentation. You can upload up to 20MB of attachments – supported document types include PDF, PNG, JPEG, Word, or Excel. We do not currently support HEIC or Pages documents.
Line items are a great way to keep your details by check organized. Adding line items split up the details of the payment, and makes it possible to cover several payments to the same vendor in a single check.
Item 1: This line item is required on every check, and represents which account you would like to recognize the expense amount. You can include an optional description for your records, but this description will not be printed on the check. To print a short message on the check, write it as a memo.
Add a Line Item: If you would like to pay a vendor for multiple reimbursements or services, but would prefer that they receive one check, simply add a line item for each separate payment. Within each line item, you can select the account for where you want the amount to be expensed, write a new amount, and include a short description for your records. Note: This does not create multiple checks to the same vendor. Line items will be totaled into one check.
What if I want to send several checks to the same vendor? No problem! To send multiple checks, fill out a new check request for every desired check. For records and organization, it’s recommended to include a memo when sending multiple checks to a single vendor. Invoice numbers and dates are helpful for letting your vendor know what each check is for, as well as for your records in the future.
Deleting Line Items: To delete a line item, click the red trash icon in the top right corner.
After you’ve submitted your check request, it goes to the next round of approvers. For people at the Requester level, it goes to your organization’s Approvers for review. For Approvers, it goes to the accountants for a final review before being processed.
WHAT IF I’VE MADE A MISTAKE?
It happens! You’ll have a chance to edit and resubmit your check request before it goes to the next round of approvers.
Step 1: Select the “view” icon to the right of the check you would like to edit.
Step 2: Select the “edit” icon in the top left corner. This will take you back to the check request page. From there, make any changes you need to. When you’re done, select the green submit button in the top right corner.