Understand automated payment timelines

automated payments follow a predictable monthly cycle this article explains when each step happens, what notifications you'll receive, and what your ambassadors experience leading up to each payment payment schedule automated payments are sent on the first tuesday of every month this schedule is fixed and applies to all brands using automated payments commission cutoff the last day of the prior month for example, commissions earned on or before october 31st are included in the december payment batch any commissions earned after the cutoff roll into the following month's batch pending commissions if you have commissions still in "pending" status when the batch runs, they are automatically approved and included — unless you've manually rejected them before the payment date this ensures ambassadors aren't penalized by delayed approvals commission cutoff details the commission cutoff is the last day of the month two months before the payment month all pending and approved commissions created on or before the commission cutoff are included in the payment batch here's how this works in practice payment date commission cutoff february 4, 2026 (first tue) december 31, 2025 march 4, 2026 (first tue) january 31, 2026 april 1, 2026 (first tue) february 28, 2026 monthly timeline here's what happens each month, counting backward from the payment date 25+ days before payment ambassador wallet setup reminders begin ambassadors who haven't set up their payment wallet start receiving reminders days before payment channel 26 days email 25 days in app notification 20 days email 14 days email 13 days in app notification 8 days email 3 days email reminders are sent automatically — no configuration needed only ambassadors without a wallet set up receive them ambassadors who have already set up their wallet are not contacted if you've configured a getting started with automated payments docid\ kxktbrhvkt85lgcgcoswf , ambassadors below the minimum are also excluded from reminders (since they won't be paid in this batch) each reminder email is logged as a timeline entry on the ambassador's contact record so you can see reminder history 17 business days before payment ach transfer notification email with pdf invoice you (and all team admins) receive an email containing projected payment amount for the upcoming batch number of ambassadors who will be paid ach transfer date and amount pdf invoice attached with full payment details if a minimum payment amount is configured, the invoice notes how many ambassadors are excluded if you've added additional email recipients in payment settings, they also receive this notification what to do review the projected amount and ensure your bank account will have sufficient funds on the ach transfer date 10 business days before payment ach transfer initiated roster automatically initiates an ach transfer from your connected bank account to your roster payment wallet the transfer amount covers the projected payment amount plus any applicable fees you don't need to initiate this — it happens automatically ach status moves from scheduled → processing → completed if your wallet already has sufficient funds, the transfer is skipped failed transfers are retried automatically see prepare for ach funding transfer docid\ uukdum8greaztqlltsogg for details on monitoring transfers 4 business days before payment upcoming payment batch notification email you receive a second email confirming payment date final list of eligible ambassadors total payment amount ach transfer status payment date (first tuesday) payments are sent automatically processing begins early morning (times displayed in eastern time) payments are sent to all eligible ambassadors who have wallets set up ambassadors without wallets are skipped (their commissions roll to the next batch) ambassadors below the minimum payment amount (if configured) are excluded a "processing" banner appears on the automated payments page while the batch runs after payment confirmation and records you receive a confirmation email with the payment summary payment details appear in the brand portal under sent payments a timeline event is created on each ambassador's contact record ambassadors receive a "payment sent" email notification (if email notifications are enabled for the program) a new batch record is automatically created for the following month key dates reference event timing who's notified ambassador wallet reminders 26, 20, 14, 8, 3 calendar days before ambassadors without wallets ach notification + invoice 17 business days before team admins + additional recipients ach transfer initiated 10 business days before automatic (check payment settings for status) upcoming payment email 4 business days before team admins + additional recipients payment sent first tuesday of month ambassadors (via email) + brand (via email) time zone all dates and times in automated payments are displayed in eastern time (et) this applies to payment processing times email notification timestamps dates shown in the brand portal dates shown in the ambassador portal what happens to missed payments? ambassadors without wallets their approved commissions remain in the system and are included in the next batch after they set up their wallet ambassadors below the minimum their commissions accumulate and are included in the first batch where their total meets or exceeds the minimum failed ach transfers automatically retried if the retry fails, contact support\@getroster com mailto\ support\@getroster com skipped batches if no ambassadors are eligible (no wallets set up, or no approved commissions), the batch is marked as skipped rather than showing $0 completed a new batch for the following month is still created automatically related articles getting started with automated payments docid\ kxktbrhvkt85lgcgcoswf prepare for ach funding transfer docid\ uukdum8greaztqlltsogg view upcoming automated payments batch docid\ rjtesg7nf9gd9lxy flhl understand the ambassador payment experience docid\ uk6amutnrflpz0vcgcxpj