Access to Pay Invoices in the Employer Portal
Users with ‘View Reports’ role permissions will have access to view and pay invoices. View the Add or Update Administrative User Permissions and Notifications article for full instructions.
Receive Invoice Notifications
Users with 'Manage Users' role permissions can update invoice notification settings. View the Add or Update Administrative User Permissions and Notifications article for full instructions.
Users with the email notification setting selected for ‘Receive Payment Due’ will be notified when an invoice is available.
Users with the email notification setting selected for ‘Receive Payment Received’ will be notified when a payment has been processed.
View Payments and Invoices
To view all invoices, navigate to the ‘Manage Money’ tab and click on ‘Payments & Invoices.’
You will see a report grid with the following headers:
Invoice Date – Date the invoice was generated
Invoice ID – Invoice ID as assigned by HealthEquity
Payment Date – Date payment scheduled
Available Date – Date payment arrived
Payment ID – Payment ID as assigned by HealthEquity
Invoice Total – Amount of invoice
Invoice Type – Type of invoice i.e., fees, contributions, etc.
Payment Type – Type of payment i.e., ACH, wire, check
Invoice Description – Description of the invoice
Status – Shows unpaid, pending, or complete
To view the invoice or associated details, click on the invoice ID.
The report can be exported by clicking on the disk image and selecting a download format (i.e., Excel).
If you are looking for a specific invoice, you can filter by status, invoice type, invoice ID, payment ID, or date span. After entering filters, click ‘View Report’ to search.
To print to download a copy of the invoice, click on ‘Print.’
To view the contribution, claim, or fee details for the invoice, click on the ‘Description.’
If viewing a claim invoice, click on the green Excel symbol to download the report detail.
If viewing a fee or contribution invoice, click on the disk image and select the method of export.
Invoice Payments & Credits
From the ‘Manage Money’ dropdown select ‘Pay Invoices’.
Select the invoice(s) you would like to pay by checking the box on the left.
Note: If invoices are more than 60 days old, you will be required to pay.
To apply a credit invoice towards an outstanding invoice, select both.
Credits must not be greater than amount owed.
Note: The invoice ‘description’ is a link. To save the invoice as a PDF, click on the description link. Then click the ‘Print’ button. From here, click on the description again to view a report containing details for the invoice.
Select ‘Next.’
Select the payment method. Learn more about payment methods here.
EFT: If you have a verified EFT account on file, the system will default to this payment method. If you have more than one EFT account, select it from the dropdown menu.
Check: Print and include the confirmation (you'll receive this once you submit) with your check. Mail payments to: HealthEquity, PO Box 14374, Lexington, KY 40512.
Wire: This option requires setup with the Client Services team. If this payment option has been approved for your group, select check as the payment option on the employer portal and then push the payment to HealthEquity.
Select the transfer date (may not schedule more than 30 days in advance).
Select ‘Submit.’
Autopay Invoices with EFT
An Electronic Funds Transfer (EFT) can be set to autopay. An EFT account must be added before you can setup autopay. Review this helpful article for details on setting up your EFT account.
Go to Company Detail > EFT Info.
Click the blue Edit button.
Tick the checkbox for ‘Set account as autopay for fees.’
Click the green ‘Update’ button to save.
The invoice will be processed within two business days of the invoice being generated.
Edit or Cancel Pending Payments
If a payment is scheduled but has not yet been received, it will appear on the ‘Edit Pending Payments’ screen.
If the EFT has already been reported to the bank, the transaction will not appear on the ‘Edit Pending Payments’ screen and it is too late to stop the EFT.
To view pending payments, navigate to the ‘Manage Money’ tab and click ‘Edit Pending Payments’.
To edit a pending payment, click on the pencil icon.
Make the necessary changes.
Click ‘Submit’ to finish.
To cancel a pending payment, click the 'x' icon.
After clicking the ‘x,’ you will be asked to approve the cancellation. Pay special attention to the message on the ‘Cancel Payment’ screen. If you want to proceed, click ‘Yes.
In some cases, the invoice will be moved back to the ‘Pay Invoices’ screen.
In other cases, the invoice will be deleted.