Real-time protection against erroneous and fraudulent payments.
Import batch files from existing payroll and ERP systems
VigilantPay has been designed to read and analyse batch payment and payroll files from leading ERP and payroll solutions.
VigilantPay becomes embedded into your payment approval workflow by simply dragging and dropping batch files into VigilantPay for analysis, catching errors or anomalies avoiding incorrect payment instructions going to the bank.
Automated transaction scanning
Once a batch file has been uploaded, VigilantPay's advanced algorithms scan each transaction one by one and checks for any issues.
The system will automatically flag any suspicious payments and colour code them based on the perceived risk.
Some examples of payments that will be flagged include:
- new or changed bank accounts
- creditor payments with staff member bank accounts
- increased spend on regular payments
Review payments and save notes
Once the batch file is uploaded to VigilantPay, your accounts payable team is able to easily review flagged payments and confirm before submitting the file for approval.
The notes feature allows users to save notes and upload documents against specific payment lines and batch files for improved transparency and future auditing.
Ryman Healthcare Limited wanted to implement an extra layer of protection for its on-line payments. Following an initial presentation by the VigilantPay team and review of their product, the VigilantPay system appeared to meet all Ryman’s requirements. Moreover, VigilantPay is a New Zealand-based company and the VigilantPay team have been very easy to deal with, being both friendly and prompt in their communications. To date, Ryman have been very satisfied by both Vigilance Ltd service and their product VigilantPay.”
Streamlined approval process
VigilantPay allows you to add one or several users who can approve batch files long before they go to the bank.
User(s) will be automatically notified by email or TXT that a batch file is ready to be approved, and provided a link to quickly access the file.
Within the software, the user(s) can see the full list of transactions, any flagged items, and any notes and documents saved by the team.
User(s) can easily approve, deny, or request additional information for transactions.
Then the approved batch file is sent securely from VigilantPay to the Bank.
Detailed reporting for internal and external stakeholders
Every time a batch file is approved and sent to the bank, a copy is kept in VigilantPay, along with any notes, user activity and other documentation.
Other payment systems and Banks don't save the actual batch detail. This creates audit issues for example bank statement shows only a single line for an entire creditor batch payment run.
VigilantPay reporting tools allow users to quickly and easily search for historical payments in their original batch form verbatim. An audit and risk report is automatically generated monthly for the CFO including a risk summary for the board.
External auditors or other stakeholders can be granted access to review payment data without needing access to the bank, payroll or ERP systems.
VigilantPay provides important payment checks that significantly strengthen our internal control environment
Set payment limits
Easily set payment limits for specific creditors and transactions. Whenever a payment exceeds the limit, users will be notified and prompted to review the transaction.
Master bank records
VigilantPay is your master bank record file. All creditor information including entity details, bank account information, contact details, and more can be updated and accessed centrally one place.
Because VigilantPay is cloud software, whenever a change is made, it automatically updates for everybody in your organisation.
Supplier/ Vendor self onboarding
Save time, error and hassle by inviting your creditors to onboard themselves into your VigilantPay system.
Simply specify an email address, and VigilantPay will send the new supplier a link to a personalised onboarding app, where they can upload their contact and payment details.
When completed, the creditor details will automatically be added into your VigilantPay account, ready for payments.
Audit and risk report
An automated A&R report is generated monthly and sent to key management, showing a summary of payment risk for the period.
CFO's find this a powerful tool to submit for board papers.
VigilantPay also allows you to create a third-party login for your auditor to easily and quickly review your payments over time.
Here’s all the good stuff
All plans come with unlimited phone and email support for no extra charge.
Create user accounts and set permission levels for all your team and external advisors.
We don't limit data, so you can save as many documents, notes, and transactions as required.