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Send remittance advice in QuickBooks Bill Pay

by Intuit•22• Updated 1 week ago

Remittance advice is a document sent to a vendor that confirms a payment and shows which bills it covers. If you use QuickBooks Bill Pay, a remittance advice PDF is automatically attached to your vendor's payment email.

If you don't have a QuickBooks Bill Pay subscription, you can manually send remittance advice for bill payments made with QuickBooks Online instead.

Remittance advice for QuickBooks Bill Pay payments

When you pay vendors through QuickBooks Bill Pay, we automatically generate a remittance advice PDF and attach it to the payment processing email your vendor receives. This works for all QuickBooks Bill Pay payment methods.

You don't need to turn anything on. The remittance is attached by default for every QuickBooks Bill Pay payment.

What's included in the remittance advice PDF

The PDF gives your vendor a clear, professional breakdown of the payment:

Your name and contact details (payor)
Vendor name and contact details (payee)
Payment schedule date
Payment reference number
For each bill: bill number, date, due date, amount, balance, and payment amount
Total payment amount

What your vendor receives

When you process a payment through QuickBooks Bill Pay, your vendor gets two emails:

Payment schedule email: Sent when you schedule the payment. Includes your name, payment method, amount, date, estimated delivery date, number of invoices, and invoice numbers with amounts.
Payment processing email: Sent when the payment starts processing. Includes the same details as the schedule email, plus the Remittance Advice PDF as an attachment.

If you added a message in the Note to vendor field, it shows up in both emails.

For paper checks, the check also includes a printed memo (up to 50 characters) and any note to the vendor on the check letter.

Manually send remittance advice in QuickBooks Online

If you only have a QuickBooks Online subscription, and don't have a QuickBooks Bill Pay attached subscription, you can still manually send remittance advice for bill payment transactions.

Go to All apps , then Expenses & Bills, then Vendors (Take me there).
Select the vendor you want to send the remittance advice to.
Select the checkbox next to the transaction you want to send.
Select Send remittance. You may edit or add info to the message body if needed.
Select Send.

Note: You can only send remittance advice for bill payment transactions. The remittance goes to the email on file from when the transaction was created. To send it to a different email, you'll need to delete and recreate the bill payment with the updated email.