Corpay One

Typical Implementation Process & Timeline for Corpay One

1. Guided Onboarding Kickoff
After signup, a dedicated onboarding specialist initiates a kickoff meeting to review requirements, data formats, existing AP workflows, bank accounts, vendor lists, and accounting integrations.

2. Data Import & System Configuration
Customers upload vendor information, chart of accounts, and bank details. Corpay One configures OCR templates, approval rules, GL mappings, and multi-user roles.

3. Accounting System Integration
Connects with QuickBooks Online or Xero; two-way sync ensures real-time reconciliation of invoices, payments, and card activity.

4. Testing & Pilot Transactions
Launch a pilot with a small vendor group. Users scan receipts and test approval rules before scaling.

5. Full Rollout & User Training
Upon successful pilots, roll out to the full finance team. Supports virtual/debit card issuance, approval workflows, and FX payments.

6. Ongoing Optimization & Live Support
Includes live online support, email chat, and an onboarding expert. New user or policy changes can be configured anytime.

Typical Timeline:

• Reports ~1 month from signup to full implementation.
• Customer stories suggest the process often completes within a few weeks with guided assistance.

Customisation & Flexibility in Corpay One

Workflow & Spend Controls

• Infinite approval workflows: Customise levels, thresholds, and approver roles per department or vendor.

• Virtual card limits: Set merchant-category, amount limits, and expiry on a per-card basis to match policy and spending limits.

Bookkeeping & GL Codes

• Custom chart-of-accounts mapping: Automate GL classification for invoices and receipts.

• PO matching and tolerance rules: Automate two- or three-way matching with thresholds aligned to internal policies.

Payments & FX

• Choose between ACH, check, virtual card, international wire, or Corpay One Mastercard based on business needs.

• Multi-currency support: Pay vendors in local currencies using competitive FX rates and hedge options for treasury operations.

Integration & Connectors

• Zapier support: Customise notifications, exports, and triggers across tools.

• Data import/export: Use CSV or API imports for bill data and export payment history or audit trails as needed.

Platform & Self-Service

• Mobile approvals: Approve invoices anytime, from anywhere.

• Reimbursements & custom expenses: Use case-specific workflows such as SPV checks, provider payments, grants, etc..

Compliance & Security

• Role-based permissions, 2FA, audit logs: Tailor access and controls, with views scoped to roles or entities.

• White-labeled or partner integrations: Fintechs, advisory firms, and accountants integrate Corpay One as AP engine in multi-entity and multi-tenant setups.

Support & Expert Setup

• Custom spend rules: Onboarding includes tailored configurations from payments experts to align with unique business workflows.
• API access: Export payment triggers and import custom bill data for those requiring deeper integration.

• Setup & Subscription Fees:
  • No mandatory setup or monthly subscription required if you activate 10+ virtual cards via Mastercard (Fuel & Business Expense Card).

  • If fewer than 10 cards are active, a $149/month fee applies.

• Transaction-Based Charges (via AP Automation module):
  • ACH: $0.45 per transaction
  • Check payments: $1.50
  • International wire: $25
  • FX markups: ~1.5%
  • Credit-card funding (e.g., rebates via verified Mastercard): ~2.9%

  • Payment errors or returns: $25 per incident

• Maintenance & Support:
  • Email/in-app chat support included during business hours (Mon–Fri, 9 am–6 pm EST).
  • No additional charges for access to in-app help center resources.
  • Advisors or third-party implementations may incur consulting or onboarding support fees, depending on arrangements.

• Structured Onboarding & Knowledge Base:
  • “Getting Started with Corpay One” includes 12 key articles covering 2FA setup, bank integration, vendor onboarding, approval rules, GL mapping, and mobile app usage.
  • Quick-Start guides (web + mobile, ~3 articles) help with reimbursements and fundamental workflows.
  • Feature-specific tutorials include categories like payments (18), document processing (31), approvals (9), and reporting.

• Dedicated Support Channels:
  • In-app chat and email support available Mon–Fri, 9 am–6 pm EST.
  • Access to a Slack community offering peer insights and responses from Corpay One engineers.
  • For advisors and accountants, settings include account-level onboarding and subscription plan controls.

• Platform Security:
  • Enforces two-factor authentication (2FA), with admin controls to mandate it for teams.
  • Implements role-based permissions, audit logs, and identity verification (EIN, tax IDs).

  • Uses HTTPS encryption in transit and cryptographic encryption at rest; secure session management mechanisms are in place.

• Infrastructure & Compliance:
  • Hosted in enterprise-grade data centers with 24/7 physical security, redundant backup power (UPS and generators), and strict environmental controls.

  • Security managed with firewalls, intrusion detection/prevention, malware protection, vulnerability scanning, and routine penetration testing.

• Governance & Legal:
  • Follows GDPR, CCPA, AML/KYC compliance standards.
  • Annual external audits and SOC-compliant assurance of controls.
  • Carries cyber insurance (~$10 million liability coverage).
  • Maintains robust change management and secure software-development lifecycle (S-SDLC) protocols.

Corpay One follows a continuous deployment model, releasing updates frequently—often weekly or bi-weekly for minor enhancements and bug fixes. Larger feature releases or UI changes are typically rolled out quarterly. Updates are managed through cloud-based deployment, meaning users automatically receive new features without manual downloads or downtime. Release notes are published in the Help Center and sent via email or in-app notifications, ensuring transparency. Critical patches (e.g., security fixes) are prioritized and pushed immediately. This approach minimizes disruption and keeps the platform aligned with compliance and user needs.

Corpay One’s policy states that customers retain full ownership of their data—including invoices, payment records, and vendor details. The platform acts as a processor, not an owner. Users can export data anytime in CSV or PDF formats, and accounting integrations (QuickBooks, Xero) ensure real-time syncing for portability. For multi-entity setups, Corpay One supports API access for custom exports and migration. Upon account termination, data can be downloaded before closure, and Corpay One commits to secure deletion of residual data in compliance with GDPR and CCPA standards.

Corpay One offers flexible scaling with no long-term lock-in for most plans. Businesses can add or remove users, adjust approval workflows, and issue or deactivate cards at any time. Pricing scales based on active virtual cards and transaction volume, so reducing usage lowers costs. For organizations expanding globally, Corpay One supports multi-currency payments and additional entities without requiring a new account. Conversely, downsizing is straightforward—users can deactivate cards, remove entities, and export data without penalties. This elasticity makes Corpay One suitable for seasonal businesses or companies experiencing rapid growth.

1. Renewal

• Auto-Renewal: Continued use of Corpay One beyond the current term implies automatic renewal under the latest Terms of Use.

• Updates to Terms: Corpay may update terms periodically (e.g., Jan 2025); continuing platform usage means acceptance of new terms.

2. Cancellation (Platform Level)

• At user-level: Users can cancel individual documents or payments based on cut-off times—ACH/check/wire until the end of the day, virtual cards until the vendor cashes, FX via support, with refunds in ~5–10 business days.
• Account Termination: While direct cancellation steps aren’t publicly listed, data export and account deletion are standard upon request; refer to the Help Centre’s “fine print” section.

3. Financial Considerations

• Refund Fees/Policies: Cancellations may face $25 fees for errors or declined transactions.
• Billing Structure: Activation and pricing are driven by active virtual cards and transaction volume, with no long-term lock-in—cancellation of cards or usage removes associated fees.

4. Legal Provisions

• The Terms include binding arbitration, liability limits, and termination clauses.
• Support lifecycle: Refunds or account deletions are permitted after the refund processing timeframe (~5–10 days).

1. Regulatory Compliance

• SOC 1 and SOC 2 are attested annually through independent audits.
• SSAE-16/SOC standards are cited as key post-SAS70 benchmarks.

• Comply with GDPR, CCPA, AML/KYC, SOX, and OFAC/global sanctions regulations.

2. Security Standards

• Encryption: HTTPS/TLS in transit এবং AES-level at rest.
• Identity Verification: Onfido-based authentication for payment access.
• Threat Management: Firewalls, intrusion detection, penetration testing, quarterly patching, endpoint malware scans.

• Logging & Access Control: 2-factor authentication, role-based permissions, audit trails with activity timestamps.

3. Assurance Programs

• Crypto insurance (up to $10M), disaster recovery, and business continuity.
• Client Asset Statements under UK FCA or EU regulations for specific legal entities (e.g., AFEX Europe).
• MIT Modern Slavery Act disclosure for ethical supply chains.
• Continuous supervision by in-house compliance teams and external auditors.