Creating a payment file

To make an outgoing payment, you can initiate a payment file from your Robaws environment, for one or more incoming invoices.

A payment file is an XML document that you generate from the overview of the incoming invoices and that you can upload in the dashboard of your banking application to execute the payment. This means you do not have to retype the payment manually: all the information from the incoming invoice that is needed to execute the payment is included straight away.

When you initiate a payment file, you still have a number of options that you can choose yourself:

• You can choose the date on which the payment is executed. You can enter a date of your choice manually, or you can have the payment made on the due date.
• You can choose the account number from which you have the payment executed. This is practical if you have set up multiple companies in Robaws.

Use

You initiate a payment file from the overview of the incoming invoices.

• You select the incoming invoices you want to pay and click the action button 'Pay incoming invoices' in the bar at the top, after which you choose 'export payment file'.
• If all details in Robaws have been completed correctly, you get a new window where you can choose the account number from which you want to pay and where you can assign a date per incoming invoice. You can also choose to pay all invoices on the due date straight away. In addition, there are a few other things you can adjust in this window, such as adding a reference or changing the price.
• At the bottom of the window, an extra row shows the total amount of your payment file. If you work with different currencies, you get a total per currency. This way you can check the total amount you are paying before you export.
• After you have clicked the 'Export to payment file' button, an XML file is created. You can load this file into your banking application to execute the payment.

Incoming invoices with a G-account

If you work with Dutch suppliers, part of the invoice amount may have to go to that supplier's G-account. Robaws splits that amount in the payment file: you get two lines with two separate account numbers, one for the G-account and one for the rest of the invoice. Both payments are therefore in the same XML file.

For this, two things have to be right: the supplier has a Dutch VAT number and their file contains an IBAN for the G-account. If that is not the case, the full amount is put on one line.

If you have already paid part of the invoice, Robaws takes that into account: the amount for the G-account is reduced by what has already been paid.

Settings

Details

If one of the details below has not been completed, you get a notification about it and it is not possible to create a payment file.

1. Your company name has to be known (may contain a maximum of 70 characters)
2. Your own IBAN and BIC number have to be completed in the settings of your company
3. The name of the supplier has to be known. (may contain a maximum of 70 characters)
4. The address of the supplier has to be known, including the country. The street may contain a maximum of 70 characters, and postcode + city together also a maximum of 70 characters
5. The bank account number (IBAN) of the supplier has to be known. You can optionally add a valid BIC as well
6. If the invoice contains an amount for the G-account, the IBAN of that G-account has to be completed on the supplier file

Checking the file

After the XML file has been created, Robaws also checks it against the SEPA schema. If that check fails, you get the message 'Payment file validation failed' with the reason, and the file is not delivered. This way you never load an invalid file into your banking application.

Settings

Via settings > incoming invoices you can configure the following:

• determine the status of the incoming invoice once it has been included in a payment file, via 'New status after payment initiation'
• choose to pay on the due date by default, via 'Pay on due date'

Updated on: 23/09/2026