Getting started with automated payments

this guide walks you through setting up automated payments for your roster account follow these steps in order, then use the linked articles for ongoing management prerequisites before you begin, ensure ✅ you have admin access to your roster account ✅ you have access to your brand's bank account information ✅ you're authorized to connect payment systems for your brand ✅ you've set up referral commissions in your programs if you're not on a growth, pro, or enterprise plan, contact your roster account manager to discuss upgrading step 1 contact your account manager estimated time 5 minutes (initial contact) automated payments must be enabled by roster before you can begin setup contact your roster account manager express interest in enabling automated payments confirm your plan includes this feature roster will enable automated payments for your account you'll receive confirmation when it's ready to configure what to expect your account manager will verify your plan, answer any questions, and enable the feature typically within 1 2 business days step 2 connect your bank account estimated time 5 minutes connect your bank account for automatic ach transfers directly from payment settings in the brand portal go to settings > payment settings scroll to the bank account for ach funding section at the bottom click add bank account a modal opens with three required fields bank routing number — must be exactly 9 digits bank account number — your full account number account type — select checking or savings click save on success, the modal closes and your masked account number is displayed (e g , ••••1234 ) if the save fails, the modal stays open with an error message so you can correct the details without re entering them requirements must be a business bank account (not personal) account must support ach debits you can replace your bank account at any time by clicking replace bank account optional add additional email recipients for ach transfer notifications (e g , your finance team) in the ach transfer notification emails field on the same page step 3 enroll your first program estimated time 5 minutes choose which referral programs should use automated payments in payment settings , find the programs enrolled in automated payments section click manage programs toggle on the programs you want to enroll click save payments are sent on the first tuesday of each month the commission cutoff is the last day of the prior month — any commissions approved after that date roll into the following month's batch pending commissions are automatically approved at payment time if not manually rejected tip start with one program to test the workflow before enrolling all programs you can also enable auto enroll so future programs are enrolled automatically see enroll programs into automated payments docid\ e4mgb1avgqgrdynhpy38e for details on auto enroll, unenrolling, and what happens to commissions step 4 set a minimum payment amount (optional) estimated time 5 minutes optionally configure a minimum to prevent micro payments where the $1 89 processing fee exceeds the payout in payment settings , find the minimum payment amount section choose one of two options no minimum — pay all eligible ambassadors regardless of balance (default) set a minimum payment amount — enter a dollar amount (minimum $1 00) click save the minimum is brand wide across all enrolled programs ambassadors below the threshold are excluded from batches until their commissions accumulate enough — their balance rolls forward automatically below minimum ambassadors won't receive wallet setup reminders, and they'll see a progress bar in their portal showing how close they are to the threshold tip common thresholds are $10, $25, or $50 you can change or remove the minimum at any time — changes take effect starting with the next month's batch step 5 notify your ambassadors estimated time 15 minutes roster sends automatic wallet setup reminders (at 26, 20, 14, 8, and 3 days before each payment), but we recommend also sending a personal heads up when you first enable automated payments email template subject new automated payment system action required hi \[ambassador name], great news! we're upgrading to a new automated payment system that will make receiving your commissions faster and more reliable what you need to do 1\ watch for an email from roster about setting up your payment wallet 2\ click the link and verify your phone number 3\ add your preferred payout method (bank account, paypal, venmo, cash app, etc ) 4\ complete any required tax information why we're making this change \ faster, more reliable payments \ you control how you receive funds \ better visibility into your earnings \ no more expiring payment links timeline \ setup notifications starting \[date] \ first automated payment \[date] questions? reply to this email and we'll be happy to help! best regards, \[your brand team] see understand the ambassador payment experience docid\ uk6amutnrflpz0vcgcxpj for what ambassadors see during wallet setup, how they receive payments, and how the below minimum experience works step 6 monitor and prepare for your first payment estimated time ongoing with setup complete, here's what to watch as your first payment date approaches track wallet setup progress go to referral rewards > unsent payments > automated tab use the payment readiness filter to see who's ready vs setup required select ambassadors with "setup required" and click actions > send payment info request to send manual reminders review your first batch click more details on the automated tab to open the payment schedule drawer check next payment date and commission cutoff enrolled programs total payees and projected payment amount ach transfer status and amount ensure sufficient funds you'll receive an email with a pdf invoice 18 business days before payment showing the projected ach amount the ach transfer happens automatically 10 business days before payment make sure your bank account has sufficient funds by that date tip set up banking alerts for ach debits so you're notified when the transfer occurs see understand automated payment timelines docid\ izpkfe4evl uafhaplldm for the full monthly cycle prepare for ach funding transfer docid\ uukdum8greaztqlltsogg for ach statuses, failed transfers, and monitoring view upcoming automated payments batch docid\ rjtesg7nf9gd9lxy flhl for the automated tab and payment schedule drawer configure international payment fees docid\ utud47ou1s00h9d1cdg9 if you have international ambassadors step 7 after your first payment on the payment date, the system processes everything automatically you'll receive a confirmation email with a payment summary after payment, check go to referral rewards > sent payments to review the batch verify payment amounts and ambassador count look correct export the csv for accounting records if needed respond to any ambassador questions ambassadors who didn't have wallets set up are automatically included in the next month's batch once they complete setup nothing is lost see view sent automated payment batches docid\ l88cll wqipsdydsr jl6 for batch details, statuses, and exports understand w 9 and 1099 filings docid\ y01bs3x5ptrfqbvgyurgp for how tax compliance is handled next steps enroll programs into automated payments docid\ e4mgb1avgqgrdynhpy38e — add more programs understand automated payment timelines docid\ izpkfe4evl uafhaplldm — full monthly cycle reference configure international payment fees docid\ utud47ou1s00h9d1cdg9 — set up international fee handling understand the ambassador payment experience docid\ uk6amutnrflpz0vcgcxpj — what ambassadors see troubleshooting automated payments docid\ zvgdia6lzu7jrhhsx6rxg — common issues and solutions automated payments faqs docid\ gtz0hzpaaspv0dfofvtrk — frequently asked questions getting help email payments\@getroster com mailto\ payments\@getroster com support support\@getroster com mailto\ support\@getroster com account manager contact your roster account manager