Company bank account setup

This guide covers: adding a bank account, verifying with instant or micro-deposits, setting the primary funding account, and adding a secondary account.

The company bank is the account Payrollix debits to fund direct deposits and (where supported) tax payments. Every active client needs one verified, primary bank account before payroll can run. Payrollix uses Moov for the actual money movement; on the UI side that means a two-step link flow (terms of service, then bank details) followed by verification. Once a bank is linked and verified, it's wired into the payroll pipeline automatically.

Add a bank account

What it does: Links a new company bank account to the client via Moov so Payrollix can debit it for payroll funding and tax deposits.

Where: Dashboard → Clients → [client] → Banking (/clients/{clientId}/bank-accounts) → Link Bank Account button.

Steps:

1. Open the Banking page. The header reads "Bank accounts, Moov onboarding, and refunds".
2. Click Link Bank Account (top right). If this is the first bank, the empty state's Link Your First Account button does the same thing.
3. Step 1 of 2 — Terms of Service: read and accept Moov's payment-processing TOS. The button is only enabled after the scroll/checkbox confirms.
4. Step 2 of 2 — Bank details: fill in Bank Name, Routing Number (9 digits), Account Number, Account Type (checking / savings), and Holder Name (must match the bank's records).
5. Click Submit. The card returns to the Banking grid with the new account showing as Unverified.

Who: Accountant + SUPPORT.

Notes: If you see a yellow banner reading "Bank account linking is currently unavailable. Please contact support…", Moov is not enabled for your account — you can't link a bank until support flips the feature on.

Verify with micro-deposits or instant verification

What it does: Confirms the account belongs to the client by either matching a single-cent deposit code (instant) or matching two small deposit amounts that arrive in 1–2 business days (micro-deposits).

Where: Banking page → on an unverified account card.

Steps:

1. On the unverified card, two buttons appear: Instant Verify (lightning icon) and Micro-Deposits (clock icon).
2. Instant Verify sends a $0.01 deposit with a memo code, immediately. Click it, check the company's online banking, find the memo code, then click "Enter verification code" in the Status row and submit the code.
3. Micro-Deposits sends two small deposits that arrive in 1–2 business days. Click it, wait for the deposits to land, then click "Enter deposit amounts" in the Status row and enter both amounts (in cents).
4. Once verified, the Status row reads "Verified" in green and the Instant Verify / Micro-Deposits buttons disappear.

Who: Accountant + SUPPORT, working with the client (someone needs access to the bank to read the memo or check deposits).

Notes: Instant Verify is faster but requires online-banking access. Micro-Deposits work for any bank but add a 1–2 day delay. Either path is acceptable; use whichever the client can complete quickest.

Set the funding bank

What it does: Picks which verified bank account Payrollix will debit when payroll runs.

Where: Banking page → bank card → kebab menu (three dots) → Set as Primary.

Steps:

1. On the card you want as the funding account, click the three-dot menu in the top-right corner.
2. Click Set as Primary.
3. The card gets a green Primary chip. Any other card that was Primary loses the chip.

Who: Accountant + SUPPORT.

Notes: Only one bank can be Primary at a time. Switching Primary takes effect immediately — the next payroll's funding debit pulls from the new Primary. If a payroll is already in flight, that one still funds from the bank that was Primary when it was approved.

Add a secondary bank

What it does: Lets you keep more than one bank on file (e.g. a backup or a different account for a specific obligation).

Where: Banking page → Link Bank Account button, or Add Bank Account dashed card at the end of the grid.

Steps:

1. With an existing primary already in place, click Link Bank Account again (or the dashed Add Bank Account card at the end of the grid).
2. The TOS step is skipped if the client has already accepted; you go straight to Step 2 - Bank details.
3. Fill in the second bank's details and submit.
4. Verify the second account using the same Instant Verify or Micro-Deposits flow.
5. The new card sits alongside the first. The original card keeps the Primary chip until you change it.

Notes: Secondary banks are kept for visibility and as a manual backup; they aren't auto-failover. If the primary fails, an admin has to re-mark the secondary as Primary before the next run.

Remove a bank

What it does: Takes a bank account off the client's record.

Where: Banking page → bank card → three-dot menu → Remove.

Steps:

1. Click the three-dot menu on the card.
2. Click Remove (red).
3. Confirm in the browser prompt: "Are you sure you want to remove this bank account?"

Notes: You can't remove the Primary bank if no other verified bank exists — set a different bank as Primary first. Removing a bank does not refund pending transfers; outstanding transfers complete or fail on the bank that initiated them.

Beneficial owners, KYB, and refunds

The Banking page also hosts three lower sections: Beneficial owners & control officers (Moov KYB requirement — at least one control officer plus owners totaling >= 25% ownership), Moov onboarding status (capability and verification status, including any state-level requirements that block transfers), and Refunds back to the client (over-collection corrections issued via Moov).

These are not part of the payroll funding flow but live on the same page because they all touch the Moov account. If the Moov onboarding status shows a capability as pending or requested, payroll funding may not be enabled yet — finish the KYB / control-officer steps before trying to run payroll.

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Related: How ACH timing works · Direct deposit return codes · Employee direct deposit · Payment troubleshooting.