It will be enabled by default for all Felix Enterprise customers that start using the Eftsure integration from February 2026. 

For customers that have been using the Eftsure integration prior to February 2026, this workflow can be enabled on your account now. For more information about enabling this functionality, please talk to your Customer Success Manager. 

How to identify which payment details need to be reviewed 

When viewing lists of payment details (e.g., on the "Payment Details" tab of the Vendor profile, or on the "Payment Details Report"), you will see a warning icon next to any payment details that need to be reviewed before they can be sent to Eftsure.  

For organisations that are not using the “Entities” configuration, when you hover your cursor over icon, you will see a message saying “Review required. Check for existing records to avoid duplicates.” 

Additionally, if you have email notifications enabled for when payment details need to be reviewed, you will be sent an email whenever a vendor submits payment details that matched existing records and need to be reviewed. 

For organisations that are using the "Entities" configuration, you will only see messaging indicating that you need to assign entities to your Eftsure payment details. After you assign entities to a set of payment details, you will then be informed if there are matching records found in your Eftsure account. 

 This information is shown to help you make decisions about how to handle the payment details in Felix. If you need more information from your Eftsure account about these records, you can use the displayed Supplier Reference(s) to help locate the records in the Eftsure portal. 

Viewing multiple matches 

If there are multiple matches, information about a single record will be shown by default and a “View all matches” button will be available.  

Clicking on the “View all matches” button will display information about all the records that were found. 

To help you review the most relevant matches first, Felix sorts the results using the following rules: 

1. Exact account name matches are shown first.  
   Records where the account name in Felix exactly matches the account name stored in Eftsure are prioritised are shown at the top. 

2. Active Eftsure records are shown before inactive records 

3. More recently updated records 
   Within each group, records are shown in order of how recently they were updated in Eftsure, with the most recent at the top. 

How to approve the payment details 

1. Click on the “Approve Payment Details” button. 

2. (Optional) Enter a review comment. This comment will be visible to the vendor and your team. 

3. Click on the “Submit” button. 

What happens after approving the payment details 

In Felix, the payment details will be shown to have been approved by a staff member. 

If you are using the Entities configuration, the entities that were selected before approving the payment details will not be visible after the payment details are approved. 

Declining payment details 

Declining the payment details will mark the payment details as declined in Felix without creating a new record in your Eftsure account. Importantly, this does not make any changes to any of the existing records that were found in your Eftsure account. 

You will be able to provide comments to the vendor about why you have chosen to decline the payment details, and they will be able to update the payment details in Felix and resubmit them to you for review again. 

Factors to consider before declining the payment details 

Declining the payment details will give the vendor the opportunity to update the payment details and re-submit them to you, and you can provide information to the vendor about why they were declined. 

 Some possible scenarios for when you might do this include: 

• If the payment details that the vendor submitted match with records in Eftsure that you have previously made inactive, or they were rejected by Eftsure, you may determine that the vendor needs to update the details that they have entered in Felix. 

• Even if the matched records in Eftsure are verified, you might determine that the account name the vendor provided in Felix is too different to the account name in Eftsure, and you may want the vendor to update the account name in Felix. 

How to decline the payment details 

1. Click on the “Decline Payment Details” button. 

2. Enter a review comment. This comment will be visible to the vendor and your team. 

3. Click on the “Submit” button. 

What happens after declining the payment details 

In Felix, the payment details will be shown to have been declined by a staff member. If the vendor updates the details and submits them to you again, then the payment details will return to the “Pending” status. 

 If you are using the Entities configuration, the entities that were selected before declining the payment details will not be retained. If the vendor updates the details and submits them to you again, you will need to re-select the appropriate entities for these payment details. 

Creating new records in Eftsure 

The “Record Matching” workflow is intended to help reduce the number of new records that are created in your Eftsure account unnecessarily, but there may be times where you determine that the most appropriate course of action is for new records to be created and for Eftsure to verify the new payment details. 

How do I create new records in Eftsure? 

1. Click on the “Create new record in Eftsure” button. 

2. Click the “Submit” button. 

What happens after I create new records in Eftsure? 

When you chose to create new records in Eftsure, the integration will push the payment details to Eftsure, and Eftsure’s verification process will continue as normal. 

 If you are using the Entities configuration, a new record in Eftsure will be created for each entity that was selected. 

FAQ

What happens if no existing records are found? 

If no existing records are found, the integration will automatically push the payment details to Eftsure so that Eftsure can verify them. 

Which staff users can access this functionality? 

Your staff will need the “Manage Payment Details” permission to participate in this process. 

 If you are using the Entities configuration, then the “Manage Payment Details” permission is required to assign entities to payment details. 

 If you are not using the Entities configuration, the “Manage Payment Details” permission is required to review the existing records. 

What happens when a vendor updates a set of payment details when I am using the “Record Matching” workflow? 

Vendors can update payment details in Felix that are either awaiting review (i.e., in the “Pending” status) or have been declined by your team or by the Eftsure integration. The “Record Matching” workflow is intended to reduce the number of duplicate records created in your Eftsure account, and this can sometimes also apply to updated payment details that vendors submit to your organisation.

For organisations that are not using the “Entities” configuration 

Payment details that have not been sent to Eftsure yet 

For Organisations that are not using the "Entities" configuration, the "Record Matching" check will be performed whenever a Vendor edits a set of payment details that have not been sent to Eftsure yet. 

If the Vendor updates the account numbers on the payment details, the updated payment details might no longer be a match for any records in your Eftsure account. In those cases, the integration will automatically push those payment details to Eftsure. 

This could result in cases where you may have been emailed about payment details that previously needed to be reviewed but have already been pushed to Eftsure because of the changes the Vendor made after you were originally notified. 

This is only likely to happen if the payment details that the vendor had originally submitted were flagged by the integration as matching records in your Eftsure account (and had not been reviewed yet), or if the payment details had been manually declined instead of being sent to Eftsure. 

Payment details that have already been sent to Eftsure 

If the payment details have been sent to Eftsure already, then the integration will not re-run the "Record Matching" check when the Vendor updates the payment details, and the integration will instead push the update to the corresponding record in your Eftsure account. 

For organisations that are using the “Entities” configuration 

If the Vendor updates a set of payment details before you have assigned entities to them, no changes will be pushed to your Eftsure account. 

Once a set of payment details have been pushed to Eftsure (only possible after assigning entities), the changes that the vendor makes will be pushed to the corresponding records in your Eftsure account, for all the selected entities.