Overview of Bill Pay powered by Bill.com

Pay your bills with Bill Pay powered by Bill.com by following these steps:

1. Sign in to your QuickBooks Online account.
2. Select + New.
3. Select Pay Bills Online.
4. Select the checkbox on the bills you want to pay, then Next.
5. Review the payment info. If you need to make any updates, select Edit details.
   Note: The Memo field will only appear on Paper Checks.
6. Select Submit payment to submit your scheduled payments.

When you pay bills with the same process date, you can either combine the bill payments or keep them as separate checks. Here’s a comparison:

Combine payments

• The vendor receives one check.
• The check stub lists the individual bill payments.
• The vendor receives one email confirmation.
• There’s only one fee for a check.

Separate payments

• The vendor receives separate checks.
• Each check stub shows the first page of the related bill.
• The vendor receives one email confirmation for each bill payment.
• There is a separate fee for each check.
• Reconcile specific bills with specific checks.
• Separate checks are necessary for a tax payment.

Here's what your vendors will see on the checks they receive from Bill.com:

You can deposit checks issued by Bill.com like other checks. You can also use your bank’s mobile deposit.

Note: You can’t use Electronic Check Conversion services to deposit checks issued by Bill.com. These will be rejected by our bank. Don’t worry, you can still deposit them normally.

Check expiration

When you print a check, it will expire on the 91st day after the date of issue. Only checks issued before May 16, 2014 won't expire.

If you made a mistake and you didn’t submit the payment yet, you can remove it from your queue.

1. Select the dropdown ▼ next to Edit details.
2. Select Remove payment.
3. Select the X.
4. A message appears. Select Yes to remove the payment.

If you submitted the payments already, you need to void them.

When you remove a bill, it is no longer available in Bill Pay powered by Bill.com, but it remains recorded in Expenses in QuickBooks Online.

1. Sign in to your QuickBooks Online account.
2. Navigate to the Pay bills online page by any of the following:
   • Select + New. Then, select Pay bills online.
   • Select the Pay bill online dashboard widget.
   • Go to Get paid & pay, then Vendors (Take me there), then Pay bills online.
3. Select the bill you want to remove.
4. Select Batch actions.
5. Select Remove from Bill Pay.
6. Select I don't intend to pay these vendors in Bill Pay Online. We will not show bills for these vendors in the future.
   Note: You also have the option to select Payment for these bill have already been recorded. This option will remove the bill from Bill Pay and won't affect anything within QuickBooks Online.
7. Select Remove to confirm.

This can also be done from the Manage Vendors tab by toggling the Pay bills in Bill Pay switch off for a specific vendor.

If you want to add bills for a vendor, simply toggle on the Add bills to Bill Pay switch for the specific vendor.

Note: You need to make an update to the bills that had previously synced in order to bring them back into Bill Pay. This will then allow the bill to repopulate on the Pay bills online screen.

Selecting the Delete option removes the bill from both Pay bills online and the QuickBooks Online account permanently.

1. Go to Pay bills online.
2. Select the bill(s) you want to remove.
3. Select Batch actions.
4. Select Delete to confirm.

This option also marks the bill(s) inactive and not to sync with Bill Pay.

Before you cancel a bill payment make sure you're within the correct time frame.

• A bill payment, created through Bill Pay powered by Bill.com before 3PM PT, can be canceled until 4PM PT on the banking day before the Process Date.
• A bill payment, created through Bill Pay powered by Bill.com after 3PM PT, can be canceled until 6PM PT on the banking day before the Process Date.

Follow these steps to cancel your bill:

1. Sign in to your QuickBooks Online account.
2. Go to Get paid & pay, then Vendors (Take me there), then Pay bills online.
3. Select the Sent payments tab.
4. Locate the desired payment.
5. Select Track status on the desired payment.
6. Select Cancel Payment.
7. You'll be asked if you're sure you want to cancel the payment. Select Yes to confirm.

If you made a mistake when you paid a bill to your vendor, you can void a payment to zero out the transaction. Here's how:

1. Sign in to your QuickBooks Online account.
2. Go to Get paid & pay, then Vendors (Take me there), then Pay bills online.
3. Select the Sent payments tab.
4. Find the payment that you want, then select Track status.
5. Select Void.
6. Select the void request type:
   • Remit funds back to my bank account.
   • Reissue a new payment to the vendor.
7. Enter your void request reason.
8. Select Submit Request.

The bill status will now show as Voided.

Reminders:

• ePayments have a Void Deadline of 1PM PT on the business day before the deposit date.
• We stop payment on voided checks, so we recommend that you provide the voided check number to your vendor and instruct them not to cash the voided check.
• When a check is returned, an email notification is sent to users that are verified on the originating bank account.
• When you print a check, it expires on the 91st day after the date of issue. Bill.com will void the payment, return the funds to the payer’s bank account, and revert the associated bill as Unpaid.

By default, all vendors are set up to be paid via check. If you wish to pay a vendor by Bank Transfer (ePayment / ACH), you'll need to set it up by entering the vendor's bank account manually.

To add the vendor's bank account:

1. Sign in to your QuickBooks Online account.
2. Navigate to the Pay bills online page by any of the following:
   • Select + New. Then, select Pay bills online.
   • Select the Pay bill online dashboard widget.
   • Go to Get paid & pay, then Vendors (Take me there), then Pay bills online.
3. To set up a vendor with open bills, select Set up bank transfers within the same line as the Payee.
   Note: To set up a vendor before there are open bills select Set up vendors for bank transfers. You'll need the account number for the vendor.
   

   

4. Select Enter vendor's bank account info.
5. Select Next.
6. Enter the vendor's bank account information.
7. Select Save.

Things to know:

• We'll initiate a small test deposit of a penny into your vendor's bank account. This is done to verify the bank account can receive payments.
  Note: If the test deposit is not successful, the bank account entry will be invalidated. You’ll need to make a new bank account entry for the vendor.
• After manually adding a vendor's bank account, the earliest process date that you can select is 2 business days after the bank account was added. This is to ensure the test deposit is successful.
  Note: A federal holiday adds an additional day to processing.
• If the test deposit is not successful and the bank account is invalidated, the payment will still process. The payment will go out as a check payment.
• If a payment needs to be made immediately, schedule a check payment before adding the vendor's bank account.

Step 1: Turn-on the multi-currency feature

Before you wire international payments, turn on multi-currency to avoid sync errors when adding a multi-currency vendor, bill, or payment. Then, add foreign vendors with their currency.

Step 2: Wire payments to international vendors

If you set up international vendors for wire payments, make a payment by following these steps:
Note: Bill Pay offers a competitive exchange rate and doesn’t charge a wire transfer fee when you pay your vendors in local currencies. You can use the currency conversion calculator for more info.

1. Select + New. then select Pay Bills Online.
2. Select the Unpaid bills tab.
3. Select the bill you want to pay.
4. If you already set up your vendor for wire transfers, select International Transfer as the payment method.
   Note: For eligible vendors that you haven't set up yet, select the Set up international transfer link to add your vendor’s bank info. If the vendor requires additional setup, make sure the Country field in the vendor setup is correct.
5. Review the payment info, then select Next.
6. If you need to make any changes, select Edit details.
7. Make sure everything looks good, then Send Payment.

If you connected the wrong bank account to an Online Bill Pay QuickBooks account, you won't be able to reconcile your bank account properly. To fix this, you'll need to change the account linked. We'll show you how.

Step 1: Create a journal entry

Create a journal entry to move any transactions in the wrong account to the correct account. If the QuickBooks account is a duplicate, or won't be used, remove it. Steps are as follows:

1. Select Settings ⚙, then select Chart of accounts (Take me there).
2. Find the incorrect account. Then choose Make inactive on the action drop-down.
3. Select Yes.

Step 2: Delete the bank account from Bill Pay

Next, delete the incorrect bank account from Online Bill Pay.

1. Go to Settings ⚙, then select Account and settings.
2. Select Bill Pay.
3. Select Bank Accounts.
4. Select the Account Number of the bank you want to delete.
5. Select the Trash Can icon to delete.
6. Check the box to Deactivate. Then select Confirm.

Step 3: Add the correct bank account

Finally, add the new bank account and make sure to link it to the correct QuickBooks account.

Future transactions are recorded to the correct QuickBooks account and you'll have all the transactions needed to reconcile the bank account.

You can set up a new bank account by signing in to your bank (verified instantly), or by entering your bank account info (manual entry). Follow these steps:

1. Sign in to your QuickBooks Online account.
2. Go to Settings ⚙, then select Account and settings.
3. Select Bill Pay.
4. Select Bank Accounts.
5. Select Set up new bank.

Then, choose one of the following sections for automatic or manual entry.

Manage your bills efficiently. Add a QuickBooks Online administrator as an authorized Bill Pay user on your bank account. We'll show you how.

If Automatically Authorize Admins was selected when the bank account was first added to the Bill Pay account, new Admins do not need to take additional actions. Once they log into Bill Pay for the first time, they'll receive an email directing them to complete the identity verification process.

To add a new user:

1. Go to Settings ⚙, then select Account and settings.
2. From the left menu, select Bill Pay.
3. Select Bank accounts.
4. Choose the bank account number for the account the user will be added to.
5. On the Bank Account page, select Add.
6. From the dropdown, select the user that needs to access Bill Pay, then Save.
7. The user will receive an email requesting the user to sign in to QuickBooks Online and finish the bank account setup.
8. When this user signs in, they’re prompted to Complete setup for bank.
9. The user is then asked a set of questions to confirm their identity.

Once finished, the user can use the bank account to pay bills.

Before you cancel your subscription, make sure you don’t have any pending transactions. Once you're ready, follow these steps to cancel Bill Pay powered by Bill.com.

1. On the “Pay bills online” page, select the Gear ⚙ icon. Then, Cancel Subscription.
2. Choose your cancelation reason.
3. Select Cancel now.

You'll receive an email once the cancelation completes.

Pending payments

If you cancel your subscription, and still have pending payments, you'll receive an email with the appropriate information and instructions on your next steps.

• Uncashed checks: A list of uncashed checks will be emailed to you. You'll have the option to re-enroll in Bill Pay to void the payments or wait for them to clear. Respond to that email to complete the cancelation.
• Returned checks: These transactions are voided and remitted by the Bill Pay team. Your subscription is deactivated once the remittance clears. Then a list of voided and remitted payments will be emailed to you.
• Uncleared ePayments/Bank Transfers: A list of uncleared ePaymemts/bank transfers will be emailed to you. Once these transactions are cleared, you'll receive a confirmation email.

Still need assistance? Select the Support button on the Pay bills online page and contact us at the number displayed.