---
title: "Document requirements - NexPay"
description: "Which documents are required for private and company payments, and how to prepare them so your payment clears without a hold."
lastModified: "2026-06-02"
lang: "en"
url: https://nexpay.com.au/training/trust-and-compliance/document-requirements
---
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# Document requirements - NexPay

## At a glance

- **Intended for:** Agents, admins & payers
- **Reading time:** 6 minutes
- **Last updated:** 1st June 2026

**TL;DR:** Most holds come down to one missing or unclear document. For a private payment you need the payer's photo ID (front and back, matching the bank account), proof of study purpose (offer letter, enrolment, invoice, or visa), and bank transfer as the method. For a company payment, the invoice is central and must show the beneficiary bank details, student name, study period, and full school name. The payer's name must match the sending bank account.

{/* Body content preserved from the prior document-requirements article — internal links updated to the new IA */}

The fastest way to get a payment through is to have the right documents ready before you start. Most holds and delays come down to one thing: a missing or unclear document. This article gives you a clear checklist so you know exactly what's needed — whether it's a private payment from a family member or a company payment from an agency or school.

> **For agents and school admins:** Bookmark this page. It covers every document scenario you'll encounter and explains the most common reasons payments get held. **For payers:** focus on whichever section applies to your payment type — private or company — and use the checklist before you send.

## Private payment documents

A private payment is when an individual person sends funds — a parent paying tuition, a student paying their own fees, a relative helping with living expenses. Companies can't make private payments.

Here's what's needed:

### Payer identification

A clear, colour copy of the payer's passport or national ID card, front and back. It must show:

- The payer's full name (matching the sending bank account)
- Date of birth
- Expiry date (the document must be current)

The photo should be sharp and legible — no blurry phone photos, no black-and-white scans, no cropped edges.

> **Quick tip:** The most common hold reason for private payments is a name mismatch between the payer's ID and their bank account. Double-check these match before uploading.

### Proof of study or payment purpose

At least one of the following:

- **Letter of Offer** from the institution
- **Confirmation of Enrolment**
- **Invoice** from the school or provider
- **Student visa** or work visa

This confirms the payment has a legitimate purpose and connects the funds to a specific enrolment or service.

### Beneficiary bank confirmation

A letter or bank statement from the recipient institution confirming its account details, verifying the money is going to the right account. Your agent or school admin will typically provide this — and remember, for institutions NexPay already holds verified accounts on file.

### Payment method

Bank (wire) transfer only. Cash deposits, cheques, and money orders are not accepted for any payment.

### Payer-to-student relationship

During the payment wizard, you'll select the relationship between the payer and the student — student, parent, spouse, relative, friend, or other. This is required for compliance records, so make sure it's accurate.

> **Important:** The payer must be an individual person. If someone's employer or company is funding the payment, it must go through the company payment process instead.

## Company payment documents

When a business — an education agency, a school, or another company — sends the payment, the requirements differ. The emphasis shifts to the invoice and business details.

### Invoice

The invoice is the primary document for company payments. It must clearly display all of the following:

- **Beneficiary bank details** — the receiving institution's account information
- **Student name** — the person the payment is for
- **Study period** — the term, semester, or dates covered
- **Full school name** — the complete legal name of the institution

If any of these are missing, the payment will be placed on hold until a corrected invoice is provided.

### Beneficiary match

The beneficiary on the payment must match the beneficiary shown on the invoice. If the invoice says "University of Sydney" but the payment is addressed to a different entity, it won't clear.

### Payment amount

The payment amount must be the same as or lower than the invoice amount. You can pay less (a partial payment), but you can't pay more.

### Payer identification

Same as for private payments — a clear, colour copy of the payer's passport or national ID (front and back), with the name matching the sending bank account. For company payments, this is the ID of the person authorised to make the transfer.

### Payer details

The payer's details must match the sending bank account, including the full residential address. For businesses, this means the registered address on file.

### Payment method

Bank (wire) transfer only, same as private payments.

> **For agents processing company payments:** Run through the invoice checklist (bank details, student name, study period, school name) before you upload it. A two-minute check here prevents a multi-day hold.

## How to prevent holds

Holds are almost always preventable. Here are the most common reasons payments get held, and how to avoid each:

**Name mismatch** — The payer's name on their ID doesn't match the sending bank account. Fix: confirm these match before starting.

**Blurry or incomplete ID** — The photo is unreadable, or only one side was uploaded. Fix: use a colour scan or a well-lit photo with all four corners visible, both front and back.

**Missing proof of study** — No offer letter, enrolment, invoice, or visa attached. Fix: upload at least one supporting document during the wizard.

**Incomplete invoice (company payments)** — The invoice is missing the student name, study period, or bank details. Fix: request a complete invoice from the institution before starting.

**Amount exceeds invoice** — The payment is higher than the invoice total. Fix: adjust the payment to match or be lower than the invoice.

> **If you're an agent managing multiple payments:** Look for patterns. If the same hold reason keeps appearing, create a simple pre-submission checklist for your team. The payment detail view shows hold reasons, so you can spot trends quickly.

## Large transactions and limits

Some payments may trigger additional documentation based on the amount. If that happens, the NexPay team will contact you directly with instructions on what's needed.

Private payments may also have limits applied to individual payers, as part of NexPay's compliance obligations. If a payer is approaching a limit, the platform will flag it during the payment.

> **Worth knowing:** If you regularly process high-value payments, let your account manager know. They can walk you through what additional documentation might be needed so you're prepared in advance.

## Your next step

- **About to create your first payment?** Go to [creating a payment](/training/payments/creating-a-payment.md) for a step-by-step walk-through, including where to upload documents.
- **Curious about the upload itself?** See [uploading documents](/training/payments/uploading-documents.md) for file types and how to add or replace a document.
- **Want to understand why these documents are required?** Read [identity verification and AML](/training/trust-and-compliance/identity-verification-and-aml.md).
- **Managing payers' details?** See [managing payers](/training/payers-and-students/managing-payers.md).

## Checkpoint

After reading this, you should be able to:

- List what a private payment needs — payer ID, proof of study, beneficiary bank confirmation, bank transfer, and the payer-to-student relationship
- List the key requirements on a company payment invoice
- Explain why the payer's name must match the sending bank account
- Identify the most common reasons payments are placed on hold
- Know when additional documentation might be required for large transactions

## Frequently asked questions

### What documents do I need for a private payment?

A clear colour copy of the payer's passport or national ID (front and back, name matching the sending bank account), at least one proof of study purpose (offer letter, confirmation of enrolment, invoice, or visa), and payment by bank transfer. The payer-to-student relationship is also recorded during the payment.

### What's required for a company payment?

The invoice is the key document and must show the beneficiary's bank details, the student's name, the study period, and the full school name. The beneficiary on the payment must match the invoice, and the payment can't exceed the invoice amount. The authorised payer's ID is also required.

### Why does the payer's name have to match the bank account?

It's how NexPay confirms the funds genuinely come from the identified payer. A mismatch between the ID and the sending account is the single most common reason a payment is held, so it's worth checking before you start.

### Why was my payment put on hold?

Usually a missing or unclear document — a blurry ID, only one side of an ID, no proof of study, or an incomplete invoice. A hold isn't a rejection; the team emails you exactly what's needed, you upload it, and the payment continues.

### Can I pay more than the invoice amount?

No. For company payments, the amount must match the invoice or be lower (a partial payment is fine). Paying more than the invoice will cause a hold until it's resolved.

### Are cash deposits or cheques ever accepted?

No. Bank (wire) transfer is the only accepted method, for both private and company payments, because it ties the funds to an identified sender. Cash deposits, cheques, and money orders can't be processed.

## 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)
- **Status:** [https://nexpay1.statuspage.io/](https://nexpay1.statuspage.io/)

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