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Add QuickBooks Bill Pay in QuickBooks Online Accountant

by Intuit•107• Updated 2 days ago

Learn how to add QuickBooks Bill Pay to your clients’ subscription in QuickBooks Online Accountant.

Let your clients make bill payments that sync with their accounting process with QuickBooks Bill Pay. Find a plan that fits them best at a discounted rate with ProAdvisor Preferred Pricing.

Offer discounts for Bill Pay subscriptions

Offer discounts to your firm’s clients when you invite them to sign up for QuickBooks Bill Pay.

Receive the following ProAdvisor Preferred Pricing when you opt to pay for your client’s Bill Pay subscription:

  • 30% discount off the monthly subscription fee (ongoing)
  • 15% off transaction fees for additional ACH over the monthly allotment, checks or Faster ACH (ongoing)

Receive the following ProAdvisor Preferred Pricing (direct discount) when you set up a client-billed Bill Pay subscription:

  • 30% discount off the monthly subscription fee (for 12 months)
  • 15% off transaction fees for additional ACH over the monthly allotment, checks or Faster ACH (for 12 months)

Note: Split billing is available to clients with QuickBooks Bill Pay.

Add QuickBooks Bill Pay

Set up a client’s Bill Pay subscription paid by your firm.

  1. Go to Settings Settings gear icon..
  2. Select Subscriptions and billing.
  3. In the All clients tab, find the client, then select Add Bill Pay in the Client actions ▼ dropdown.
  4. In the Bill My Firm section, select ProAdvisor discount (30% off ongoing discount billed to your firm).
  5. Select a plan for your client (QuickBooks Bill Pay Basic, Premium, or Elite), then select Confirm.
  6. Review your payment method and billing summary, then select Subscribe. 
  7. Find your client’s email, then select Send email.

Set up a client’s Bill Pay subscription paid by them.

  1. Go to Settings Settings gear icon..
  2. Select  Subscriptions and billing.
  3. In the All clients tab, find the client, then select Add Bill Pay in the Client actions ▼ dropdown.
  4. In the Bill My Client section, select Direct Discount (30% off for the first 12 months).
  5. Select a plan for your client (QuickBooks Bill Pay Basic, Premium, or Elite), then select Send Invite.
  6. Select Confirm.
  7. We’ll send an email to your client with the plan you recommend and a link to subscribe to QuickBooks Online.
    Note: We’ll send it to the Primary Admin’s email. You can check which email address we sent it to in the Manage users page of the client’s company.
  8. Your client can select “Get Started” on the email which leads to a signup page that shows the discounted plan.

After you add Bill Pay for your client, they’ll receive an email requesting the following info about their business as part of the application process. They have 27 days to submit this.

  • Legal business name 
  • Business type 
  • Employer ID number (EIN) 
  • Business owner's legal name 
  • Last 4 digits of SSN
  • Bank account (used to pay bills)

Once they finish, you’re notified of their Bill Pay application status. Here are the possible statuses:

ApprovedYou receive an email confirmation with the title “[Your client’s name] is approved for QuickBooks Bill Pay.”
DeniedYou and your client both receive an email that says QuickBooks Bill Pay isn’t available for their business and that we’ll cancel the subscription and refund any subscription fees charged.

Note: We run multiple verifications to determine eligibility. This decision is final and unappealable.
IncompleteAfter 7 days, and they have yet to submit their info, you and your client will receive an email stating that they still need to complete their Bill Pay application.
If they haven’t submitted after 21 days, both your firm and your client will receive a second reminder that we’ll cancel the subscription and refund fees if the application expires.
PendingYour and your client both get an email stating their application is in pending status. You’ll both receive an email with the account decision in 3-5 days.
CanceledIf your client doesn’t submit their info and complete the application within 27 days, the application will expire. Your firm and your client get an email about the cancelation of their subscription because we couldn’t verify your client’s info within 27 days of subscribing. We’ll refund any subscription fees charged.

We send an email with the subject “Important: Help your accountant at [your firm’s name] set up QuickBooks Bill Pay for [your client’s business name]” to your client. If they can’t find this email, they can:

  • Check their spam or junk folders.
  • Search their email for the subject, “Help your accountant set up QuickBooks Bill Pay”.
  • Search their email for the following email addresses:
    • quickbooks@notification.intuit.com
    • do_not_reply@intuit.com
    • intuit@notifications.intuit.com
    • no_reply@notifications.intuit.com
    • qbo@intuit.com

Note: Have them add these email addresses as trusted senders if they still can’t find any emails from us. You can then resend the business info request email by going through the add bill pay flow again.  You can only resend the email once per day.

They can sign in to their QuickBooks and schedule a bill payment. They can create a new bill or select an existing bill. Once they create a bill, they can select Save and schedule payment. This takes them to the business info request page. Your client can also go to: https://app.qbo.intuit.com/app/billpay-onboarding

Know what happens when you change the billing

If you change your client’s Bill Pay subscription from firm-billed to client-billed, QuickBooks will:

  • Cancel the existing Bill Pay subscription.
  • Cancel all unprocessed, scheduled payments.
  • Complete all processed payments.

Learn how to use split billing.

Know if your client is eligible for a discount

If your client’s Bill Pay client-billed subscription doesn’t have the Bill Pay ProAdvisor Preferred Pricing (30% off subscription + 15% off transaction for the first 12 months), here’s what to do.

Your client must complete the Bill Pay application through the invitation email from QuickBooks through your firm. The email has: “Your accountant invites you to complete the Bill Pay application for [your client’s name].” in its title.

  • Your client must be the named individual or company. 
  • Your client must be a first-time subscriber. If they previously had a QuickBooks Bill Pay subscription, they won’t qualify for the ProAdvisor Preferred Pricing.

If your client is going from a client-billed subscription to a firm-billed subscription, they qualify for Bill Pay ProAdvisor Preferred Pricing. Clients who move from firm-billed to client-billed subscriptions won’t qualify for any discounts. 

For client-billed subscriptions, discounts are only available when you add a new QuickBooks Bill Pay subscription to a client’s subscription or if they upgrade to Bill Pay Elite.

We currently don’t offer any permission controls.

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QuickBooks Bill Pay BasicQuickBooks Bill Pay EliteQuickBooks Bill Pay PremiumQuickBooks LedgerQuickBooks Online AccountantQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online Plus

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