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Define statuses around accountable actions
Use a simple internal workflow that distinguishes commercial approval from the provider's transaction status. Document who changes each internal label and what evidence is required. A message saying paid may mean different things to different colleagues. Ask the provider to explain its own labels and map those into the team's process without changing their meaning. The goal is a clear handoff, especially when the approver and the person reconciling the transaction rarely work at the same time.
Write updates that survive a time-zone gap
Include the order reference, current status, next action and responsible person in each exception update. Avoid relying on a real-time conversation to explain why a payment is waiting. Set escalation expectations for urgent supplier needs. A small amount of structured communication makes asynchronous work easier and prevents a colleague starting a second payment because they could not tell whether the first person merely approved it or actually submitted it through the provider.
Hypothetical example
A hypothetical agency has operations in Dubai and finance in Europe. Its supplier ledger distinguishes approved from submitted and records the provider reference. When a colleague starts work later, she can see the next action immediately instead of inferring progress from an overnight message that simply says handled.
Make it practical.
Use this checklist as you read. Checks are not stored.References & further reading
Background reading — European Payments Council: SEPA Credit Transfer ↗Published by Tap Tap Go. Product availability and eligibility vary by programme and market. About our stories.
