---
title: "Uploading documents - NexPay"
description: "When a payment needs an ID or a supporting document, here's what's accepted, how to upload it, and how to add one to a payment after it's started."
lastModified: "2026-06-02"
lang: "en"
url: https://nexpay.com.au/training/payments/uploading-documents
---
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# Uploading documents - NexPay

## At a glance

- **Intended for:** Agents, schools & payers
- **Reading time:** 4 minutes
- **Last updated:** 1st June 2026

**TL;DR:** Some payments need documents — a payer identity document (passport, ID, or licence) and a supporting document per recipient (often an offer letter or invoice). Upload them during the Documents step of the wizard, or add them later from the payment's Documents action. Wait for the confirmation that each file attached. Clear, legible files prevent delays.

{/* Body content for uploading documents */}

## The step that's worth preparing for

Of all the steps in a payment, uploading documents is the one most likely to slow you down — not because it's hard, but because it's the moment you go hunting for a file you don't have to hand. A little preparation makes it the quickest step instead of the most frustrating one.

This article covers what you'll be asked for, how to upload it cleanly, and how to add a document to a payment that's already underway.

> **For agents and schools:** Collecting documents from a payer up front — before you start the wizard — turns this step into a few clicks. It's the single biggest time-saver in the whole payment process.

## What you'll be asked for

The wizard only requests the documents a given payment actually needs. When documents are required, two are common:

- **A payer identity document** — a passport, national ID, or driver's licence for the person sending the money.
- **A supporting document per recipient** — typically the student's offer letter, confirmation of enrolment, or an invoice from the institution. If you're paying several recipients, you'll add one for each.

Exactly which documents apply depends on the payment. The full breakdown of what's needed and when lives in [document requirements](/training/trust-and-compliance/document-requirements.md).

## How to upload during the wizard

On the **Documents** step:

1. Click the upload control for the document being requested.
2. Choose your file.
3. Wait for the confirmation that the file attached.

Repeat for each requested document. If a file is the wrong format or too large, you'll get a clear message so you can fix it — usually by re-saving an image at a smaller size or exporting a clean PDF.

> **Quick tip:** Have your documents ready in a folder on your computer before you start the wizard. That way the Documents step is just a few clicks, not a scramble.

## Adding a document after the payment started

Sometimes a payment is already created and then asks for a document — a hold that needs an ID, say. You don't have to start over:

1. Open the payment from the **Payments** page.
2. Use its **Documents** action.
3. Upload the requested file there.

Once the document is attached and reviewed, a hold that was waiting on it typically clears and the payment carries on. This is the usual way to resolve a payment that's paused for paperwork.

## Making sure it's accepted

A few habits keep uploads smooth:

- **Legible beats large.** A clear photo or scan where all details are readable is what matters. Avoid blurry or cropped images.
- **Wait for the confirmation.** Each successful upload is confirmed — don't move on until you see it.
- **Check the format if it fails.** If an upload won't take, the message will tell you why; the usual culprits are an unsupported type or a file that's too big.

> **Important:** A clear, complete document is the difference between a payment that flows and one that gets held for a re-upload. It's worth thirty seconds to check the file is readable before you attach it.

## Why documents are needed at all

Asking for an identity document or an offer letter isn't bureaucracy for its own sake — it's how NexPay confirms that funds come from a legitimate source and reach the right institution. It's a routine, expected part of moving money safely across borders. For more on the thinking behind it, see [why we verify payments](/training/trust-and-compliance/identity-verification-and-aml.md).

## Your next step

- **Want to know exactly which documents apply to your payment?** Read [document requirements](/training/trust-and-compliance/document-requirements.md).
- **A payment is on hold for a document?** See [handling payments that need action](/training/payments/handling-payments-that-need-action.md).
- **Curious why verification happens?** Read [identity verification and AML](/training/trust-and-compliance/identity-verification-and-aml.md).
- **Mid-payment and need the full flow?** Go back to [creating a payment](/training/payments/creating-a-payment.md).

## Checkpoint

After reading this, you should be able to:

- Know the two documents commonly requested — a payer ID and a per-recipient supporting document
- Upload documents during the wizard's Documents step and wait for confirmation
- Add a document to a payment that's already started, via its Documents action
- Fix an upload that's rejected for type or size
- Explain, in friendly terms, why a document is needed

## Frequently asked questions

### Which documents will I be asked for?

It depends on the payment, but two are common — a payer identity document (a passport, national ID, or driver's licence) and a supporting document for each recipient (often the student's offer letter, confirmation of enrolment, or an invoice). The wizard only asks for what a given payment needs. See the document requirements guide for the full picture.

### My payment is on hold asking for a document. Where do I add it?

Open the payment from the Payments page and use its Documents action. You can upload what's requested there, even after the payment was created. Once it's attached and reviewed, the hold typically clears and the payment continues.

### What file types and sizes are accepted?

PDFs and common image formats are accepted. For payment documents, "PDF or image" is the rule of thumb; beneficiary-detail forms also accept BMP and TIFF; and a commission invoice is specifically PDF, PNG, or JPG up to 10 MB. If a file is the wrong type or too large, you'll see a clear message at upload so you can fix it — usually by re-saving a photo smaller or exporting a clean PDF. When in doubt, a clear PDF or JPG under about 10 MB is a safe choice.

### How do I know the upload worked?

Each upload shows a confirmation once it's attached — wait for that before moving on. If you don't see it, the file may not have gone through; try again, and check the file type and size if it keeps failing.

### Why does NexPay need an identity document at all?

Verifying who's sending the money is part of keeping payments safe and meeting the rules NexPay operates under. It's how we make sure funds come from a legitimate source and reach the right place. It's a routine part of the process, not a sign anything's wrong.

### Can the payer upload their own documents?

When a payer completes a payment through a link, they upload their own identity and supporting documents as part of that flow. For payments you manage on their behalf, you upload the documents you've collected from them.

## More on NexPay

**Platform**

- [For students & parents](/for-students-and-parents.md)
- [For ed. agents](/for-education-agents.md)
- [For universities](/for-universities.md)
- [For schools](/for-schools.md)
- [For accommodation](/for-accommodation.md)
- [AI automation](/payments-ai-automation.md)
- [Pricing](/pricing.md)

**Help & resources**

- [Training](/training.md)
- [Contact](/contact-us.md)
- [Developers](/api.md)
- [Zapier integration](/zapier.md)
- [Claude & ChatGPT](/mcp.md) — Claude & ChatGPT integration

**Company**

- [About](/about.md) — About NexPay
- [Jobs](/about.md#jobs)
- [Blog](/blog.md)
- [Media](/media.md)
- [Events](/events.md)

**Trust & locations**

- [Trust & Regulatory](/trust.md)
- [Our offices](/locations.md)

**Legal**

- [Terms and Conditions](/terms-and-conditions/)
- [Privacy policy](/privacy-policy/)
- [Cookie Policy](/cookie-policy/)
- [Complaints Policy](/complaints-policy/)
- [Financial Services Guide](/financial-services-guide/)
- [Product Disclosure Statement](/product-disclosure-statement/)
- [AML Policy](/aml-policy/)
- [Target Market Determination](/target-market-determination/)
- [Group Regulatory Disclosure](/group-regulatory-disclosure/)
- [Fees & FX Schedule](/fees-and-fx/)
- [Developer & API Terms](/developer-terms/)

## NexPay

NexPay Pty Ltd (ABN 56 153 910 984) holds Australian Financial Services Licence No. 560782 and is authorised to provide non-cash payment services to retail and wholesale clients in Australia.

- **Address:** Level 12, 64 York St, Sydney NSW 2000, Australia
- **Support:** [support@nexpay.com.au](mailto:support@nexpay.com.au)
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