Financial Approvers and Bill Payers
If you need to obtain approval to pay the invoice before you send payment, or if you need to route the invoice to another person for payment, you can set up the Financial Approvers and Bill Payers Tool in Aflac Business Services.

To set up Financial Approvers and/or Bill Payers:

  1. Log in to Aflac Business Services.
  2. Click on the My Accounts tab.
  3. Select the Account Settings tab. If there is more than one account associated with this Aflac Business Services registration, select the specific account where you want to assign Financial Approvers/Bill Payers.
  4. Choose Approval Settings in the left column of the screen.
  5. Click Edit.
  6. Select Yes to the first question if you need to obtain approval to pay the invoice.
  7. Select Yes to the second question if you need to route your invoice to another person for payment.
  8. If you are ready to set up users, select Yes to the third question.
You can add a new Financial Approver or Bill Payer on either the Authorized User screen or the Approval Settings screen, both located under My Accounts | Account Settings.

The Approval Settings screen allows you to set up a Financial Approver to review and approve invoices submitted for payment and to set up a Bill Payer to send payment to Aflac. You may set up either one – or both – of these roles; whatever best meets your needs.

Two questions will appear on the Approval Settings screen. They are:

  • Does someone in your organization need access to approved invoices for payment?
  • Do you need to send your invoice to another person for payment?
  1. There are “Yes” and “No” buttons next to each question. Select the Yes button next to the role or roles you wish to have. Another question will appear asking if you want to add a user now. Select Yes.
  2. A list of individuals who have access to this account will now appear in a table that appears below the questions.
  3. To add a Financial Approver or Bill Payer to the list, click Add Another User.
  4. Enter the user information and click Add User.
  5. You will also be prompted to indicate how many days you will want to wait before a reminder email is sent to you if your invoices are not approved in a “timely manner.”
  6. Select the number of days for the reminder email and enter the information requested in the fields that will appear below the list.
  7. Click Save to retain your information.
Once you have set up your Financial Approver, you may submit the invoice for approval from either the Home screen or the My Accounts screen.
  1. Simply review your invoice, make necessary changes and click the Submit for Approval button to send your invoice for approval.
  2. You will now select the person you wish to forward the invoice to for approval. You can now enter any comments or notes for consideration.
  3. Once you are finished, click Submit for Approval.
  4. Then, click OK.

The Financial Approver will receive an email notification notifying them that the invoice is ready for approval.

When the Administrator submits an invoice for approval, the Financial Approver will receive an email notifying them that there is an invoice ready for their review and approval.
  1. To approve the invoice for payment, click on the Approve Invoice button in the email to go to the login page for Aflac Business Services.
  2. Once you are at Aflac Business Services, enter your User ID and Password to access the site.
  3. On the Home tab, click the Approve/Reject button.
  4. Then, select either Approve or Reject. You can also add comments or instructions to be included with your response.
  5. Click Submit and then click OK.

If you approve the invoice, an email will be forwarded to the Bill Payer if this role was established in the Account Settings section. If you do not have a Bill Payer defined, the approval will be returned to the Account Administrator.

If you reject the invoice, an email will be returned to the Administrator indicating that additional information or revisions are required for approval. It is helpful to include comments when returning a rejection.

  1. To send an invoice to a Bill Payer for payment when you do not need financial approval, click the Send to Bill Payer button located either:
    • On the Home screen,
    • On the My Accounts screen or
    • On the Invoice screen
  2. Then, select the Bill Payer who will receive the invoice. Don’t forget to add any comments you may need to support your request.
  3. Click Send to Bill Payer.
  4. Click OK.
If you elected to use a Bill Payer in your invoice process in Business Services, the bill payer will receive an email to pay the invoice.
  1. If you have not elected to use a Bill Payer, the Administrator will receive an email to pay the invoice.
  2. As Bill Payer or Administrator, you can click the Pay Invoice button to go to the Aflac Business Services login screen.
  3. Enter your User ID and Password to access Aflac Business Services.
  4. You can pay from the Home screen, the Invoice screen or the My Accounts screen.

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