BILL FAQs

To email a reminder to the approver who is currently holding things up (requires permission to manage bills):

Hover overPayables and selectBills

On the Bills page, click the bill's invoice #

Hover overBill Details and select Approvers

Click Send Reminder Email

To see all bills waiting for approval:

Hover over Payables and select Bills

Click Waiting for Approval

To change the name of your bank account:

Hover over

Click the account number of the bank account you want tedit.

Click the Edit button.

Enter in the desired name for your bank account and click Save

Once the foreign vendor record has been setup for foreign currency bills, enter the amount in the local currency of the vendor.

From the Vendor's record, click New Bill

Enter bill details

Invoice Number - any numbers or letters to help the vendor identify the bill

Payment Terms - how soon the vendor expects payment

Invoice Date - the day the vendor created the invoice

Due Date - specific date the vendor expects payment (filled automatically if Payment Terms have already been selected)

Amount - the total amount of the bill that needs to be paid

Exchange Rate - will be populated with an estimated exchange rate, which may differ at the time of payment

Bill Description - statement that explains what the bill is for (for internal purposes only)

Note to Payers/Approvers - any information payers and/or approvers need to know

Account - Chart of Account to code the bill to

If the account does not already exist, click Add new account

To code the bill to more than one Chart of Account check the box for Split this amount

Any other classifications if enabled

Assign approvers if necessary

Click Save

Enable Multi-Currency

Things to know

Once Multi currency is enabled, it cannot be disabled

For accounts syncing with QuickBooks Online, QuickBooks for Windows. Xero or Sage Intacct, if Multi-Currency is NOT enabled in the accounting software, foreign currency Vendors, Bills and Payments will NOT sync. Entries will need to be manually entered into the accounting software if needed.

For accounts syncing with Oracle NetSuite, Multi-Currency must be enabled in the accounting software to use Multi-Currency in Bill.com

Multi Currency sync support is available for QuickBooks Online,QuickBooks for Windows, Xero, Oracle NetSuite andSage Intacct

If syncing with QuickBooks for Windows, the Bill.com sync dashboard will need to be upgraded.If the sync dashboard is not upgraded, foreign currency vendors & bills will sync to QuickBooks for Windows as USD. Click here to Download the new Bill.com Sync Dashboard(~934 KB)

The ability to create foreign currency bills is supported on the Bill.com mobile app, both IOS and Android, for vendors already set up for foreign currency bills via the online version of Bill.com. Android coming soon!

Foreign currency setup for International vendors is not currently supported within the mobile app

Multi Currency is not supported with recurring bills setup

Inbox Virtual Assistant (IVA) does not recognize foreign currency. If enabled, the amount field will be blank for foreign currency bills processed via IVA.

With Auto Bill Entry (ABE), foreign currency amounts will be ignored. If enabled, the amount field will be blank for foreign currency bills processed by ABE.

This feature is available for Payables only and is not available for Receivables.

Resources

Multi-Currency: Setting up an International vendor for foreign currency bills

Multi-Currency: Paying foreign currency bills

Multi-Currency: Sync with Accounting Softwares

Multi-Currency is the ability to enter a bill in foreign currency.

This feature is available for Payables only and is not available for Receivables.

Setting up an International vendor to enter foreign currency bills

Click the Edit icon on the International vendor's record

In the Billed In field, select the foreign currency to enter bills in

Defaulted to USD - United States Dollar

This setting cannot be changed if a bill is already entered for the vendor in the currency selected. You will need to create a duplicate record for the vendor to enter bills in a different currency.

Click Save

Enable Multi-Currency

Things to know

Once Multi currency is enabled, it cannot be disabled

For accounts syncing with QuickBooks Online, QuickBooks for Windows. Xero orSage Intacct, if Multi-Currency is NOT enabled in the accounting software, foreign currency Vendors, Bills and Payments will NOT sync. Entries will need to be manually entered into the accounting software if needed.

For accounts syncing with Oracle NetSuite, Multi-Currency must be enabled in the accounting software to use Multi-Currency in Bill.com

Multi-Currency sync support is available for QuickBooks Online,QuickBooks for Windows, Xero, Oracle NetSuite andSage Intacct

If syncing with QuickBooks for Windows, the Bill.com sync dashboard will need to be upgraded.If the sync dashboard is not upgraded, foreign currency vendors & bills will sync to QuickBooks for Windows as USD. Click here to Download the new Bill.com Sync Dashboard(~934 KB)

The ability to create foreign currency bills is supported on the Bill.com mobile app, both IOS and Android, for vendors already set up for foreign currency bills via the online version of Bill.com. Android coming soon!

Foreign currency setup for International vendors is not currently supported within the mobile app

Multi Currency is not supported with recurring bills setup

Payments can be made from your USD bank accounts. USD equivalent for your foreign currency bills will be shown to you at the time of payment and your accounts will be debited for the USD dollar amount.

If an international vendor record has been set up for foreign currency bills to be entered, they can only be paid in foreign currency

If an existing vendor record has any USD bills associated to it, a new vendor record will need to be set up in order to enter foreign currency billsbecause once a bill is created the Billed In/Enter Bills In field is locked

We recommend naming these vendors differently. For example, <Vendor name> (USD) and <Vendor name> (foreign currency acronyms)

These duplicate vendor records should not be merged

Bill.com does not allow bills with different currencies under the same vendor record

If merged, all bills will change to the currency selected to be kept

Bills where currency is changed will cause sync errors, if Multi-Currency is on in the accounting software, because it no longer matches the currency in accounting software

Resources

International Wire Payments: FAQ

International Wire Payments: Setting up an International vendor for Wire transfer

Multi-Currency: Entering foreign currency bills

Multi-Currency: Sync with Accounting Softwares

How will Multi-Currency transactions and vendors sync?

Accounting software versions thatdo notneed Multi-Currency on in the accounting software to sync:

Accounting Software Setting

Multi-Currency Vendors

Multi-Currency Bills

Multi-Currency Payments

QuickBooks Online (QBO):Multi-CurrencyEnabled

Syncs toorfrom QBO with the vendor's selected currency

Syncs toorfrom QBO in the bill's selected currency

Syncs toorfrom QBO in the paid currency

QuickBooks Online:Multi-CurrencyDisabled

Syncs to QBO with USD set as vendor's currency

Syncs to QBO in USD based on the current exchange rate

Syncs to QBO in USD based on the bill's original exchange rate

QuickBooks for Windows (QBW):Multi-CurrencyEnabled

Syncs toorfrom QBW with the vendor's selected currency

Syncs toorfrom QBW in the bill's selected currency

Syncs toorfrom QBW in the paid currency

QuickBooks for Windows:Multi-CurrencyDisabled

Syncs to QBW with USD set as vendor's currency

Syncs to QBW in USD based on the current exchange rate

Syncs to QBW in USD based on the bill's original exchange rate

Sage Intacct:Multi-CurrencyEnabled

Syncs toorfrom Sage Intacct with the vendor’s selected currency

Syncs toorfrom Sage Intacct in the bill's selected currency

Syncs toSage Intacct in the paid currency

Sage Intacct:Multi-CurrencyDisabled

Syncs toSage Intacct with USD set as vendor's currency

Syncs toSage Intacct in USD based on the current exchange rate

Syncs toSage Intacct in USD based on the bill's original exchange rate

Accounting software versions thatdoneed Multi-Currency on in the accounting software to sync:

Accounting Software Setting

Multi-Currency Vendors

Multi-Currency Bills

Multi-Currency Payments

Xero:Multi-CurrencyEnabled

Syncs toorfrom Xero with the vendor’s selected currency

Syncs toorfrom Xero in the bill's selected currency

Syncs to Xero in the paid currency

Oracle NetSuite:Multi-CurrencyEnabled

Syncs toorfromOracle NetSuite with the vendor’s selected currency

Syncs toorfromOracle NetSuite in the bill's selected currency

Syncs toOracle NetSuite in the paid currency

If Multi-Currency is disabled for these accounting software versions, all non-USD transactions and vendors in Bill.com willnotsync and will need to be manually entered in the accounting software

Multi-Currency should automatically be enabled in Bill.com. If you do not see the feature, please contact Customer Support

Things to Know

Some accounts may not be setup for 2 way sync for vendors and bills, depending on the sync setup; please contact Customer Support if it is not syncing as expected

A separate AP ledger will be needed for each type of currency used

Depending on the accounting software, this may happen automatically

Foreign currency bills will sync, to or from the accounting software, with the indicative exchange rate on the bill, which is just a guideline and may not be the actual exchange at the time of payment

The payment will sync with the actual exchange rate

If the Multi-Currency feature within the accounting software has been set up properly, the difference between the bill's indicative exchange rate and the payments actual exchange rate will show in the unrealized Gains and Losses report

To ensure Multi-Currency is set up properly in the accounting software, reach out to the accounting software support team of your software version, Bill.com Customer Support will not be able to assist with the feature settings there

QuickBooks Online, QuickBooks for Windows

If you do not enable Multi-Currency in QBO or QBW, bills and payments will sync to QBO or QBW from Bill.com in USD, and a new "Exchange rate gain/loss account" sync preference will be required to account for differences in exchange rate on the date of the bill and the date of the payment. See the articles at the bottom of this page for more details

QuickBooks for Windows

To use our Multi-Currency feature, upgrade the sync dashboard to the latest version.If the sync dashboard is not upgraded, foreign currency vendors & bills will sync to QuickBooks for Windows as USD.

Note: The sync dashboard requires Microsoft .NET framework 4.6 to run properly. If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

Download the new Bill.com sync dashboard (~934 KB)

Sage Intacct

If you have multi-currency enabled inSage Intacct, payment for a foreign currency bill will cause a sync error becauseSage Intacct does not accept future process dates for payments to non-USD bills

The payment will sync toSage Intacct and the sync error will clear itself upon the first syncon or after the payment process date

Oracle NetSuite

The foreign currency must be manually created withinOracle NetSuite. If the foreign currency does not already exist withinOracle NetSuite, you will encounter a sync error when a foreign currency object attempts to sync over toOracle NetSuite.

Resources

Multi-Currency: Setting up an International vendor for foreign currency bills

Multi-Currency: Entering foreign currency bills

Multi-Currency: Paying foreign currency bills

Enable Multi-Currency

Syncing multi-currency bills and payments when multi-currency is off in the Accounting Software

The following steps will guide the server administrator or hosting provider server administrator on setting up the Sync Dashboard program.

Note: The sync dashboard requires Microsoft .NET framework 4.6 to run properly.If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

Steps

Download the Bill.com Sync Dashboard program (~934 KB)

Click here to Download

Once you've downloaded the program, double click the .exe file, and follow the prompts to install it to the server where the QuickBooks program is installed

Click Install

Click Next to confirm installation completion

Create ashortcut to the program for each user who will need to have access to the Bill.com Sync Dashboard

Contact the Bill.com user, in an administrator or accountantrole, to inform them they can now set up the sync for the first time.

Resources

Sync dashboard requires .NET Framework 4.6

The upgrade of the sync dashboard will not break the sync but will disconnect it for all profiles. All objects that have synced previously will retain their integration status.

Note: The sync dashboard requires Microsoft .NET framework 4.6 to run properly.If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

Once the sync dashboard is upgraded, the sync will just need to be re-connected for all company profiles and instructions are provided below.

Step 1 - Upgrade Sync Dashboard

On local computer

On Server

On Hosted Server

Step 2 - Reconnect Sync

Upgrade sync dashboard

The sync dashboard needs to be installed in the same location as the QuickBooks program in order for the 2 applications to communicate with each other.

The install will automatically detect and remove the older version that was previously installed.

Installed on local computer

System Requirements: Windows 7 with service pack 1 or newer

The upgrade can be installed from the Sync Set up page within Bill.com:

Close QuickBooks

Download the Sync Dashboard (~934 KB file)

Click here to Download

Once you've downloaded the program, double click the .exe file and it will detect the older version

Click Ok to remove the older version

Sync dashboard requires .NET Framework 4.6

Click Yes to confirm

Click Ok to exit uninstall

Click Next to start reinstall

Select the drive the QuickBooks program is installed on

Click Install

Click Finishto confirm installation completion

Installed on Server

System Requirements: Windows server 2008 R2 and up

The upgrade will need to be done by someone that has administrative right to download and install programs to that server. Forward the following link to your server administrator: Sync Dashboard upgrade - Server or Hosting Provider Install

Installed on HostedServer

System Requirements: Windowsserver2008 R2 and up

The upgrade will need to be done by your hosting provider administrator. Please forward the following link to your hosting provider administrator.Forward the following link to your hosting provider server administrator: Sync Dashboard upgrade - Server or Hosting Provider Install

Reconnect Sync

Once the upgrade is complete, previously synced profiles will remain on the sync dashboard but will each need to be reconnected.

Please note: Reconnection requires QuickBooks Admin login credentials and the QuickBooks file will need to be in single user mode.

Single company file

Open QuickBooks and log in to the company file to reconnect as Admin and in single user mode

Open the sync dashboard

Click on the profile to reconnect

Click Sync, a new Application Certificate will pop up

If clickingSync produces a sync error on your Dashboard, clickEdit on the profile and follow the prompts to get to the new Application Certificate

Select Yes, always; allow access even if QuickBooks is not running

If more than 1 user will sync, select Admin

Click Continue

Click Done to confirm access

Your file is now reconnected.

Multiple company files

After reconnecting one file by following the steps above

In QuickBooks, hover over file and click Close Company

Select the next company file to reconnect

Click Open

Log in as admin

On the Sync Dashboard, click on the corresponding profile to reconnect

Click Sync, a new Application Certificate will pop up

If clickingSync produces a sync error on your Dashboard, clickEdit on the profile and follow the prompts to get to the new Application Certificate

Select Yes, always; allow access even if QuickBooks is not running

Next to Login as, select Admin

Click Continue

Click Done

Repeat for all other company profiles.

Troubleshooting

If an error occurs, close both the sync dashboard and QuickBooks, start over from Step 1 under single company file.

Resources

Once the sync dashboard is upgraded the sync will need to re-connected for all company profiles.

System Requirements:

Windowsserver2008 R2 and up

Requires Microsoft .NET framework 4.6 to run properly.If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

The following steps will guide the server administrator or hosting provider server administrator on upgrading the Sync Dashboard program.

The install will automatically detect and remove the older version that was previously installed.

Steps

Download the Bill.com Sync Dashboard program (~934 KB file)

Click here to Download

Once you've downloaded the program, double click the .exe file and it will detect the older version

Click Ok to remove the older version

Click Yes to confirm

Click Ok to exit uninstall

Follow the prompts to install the new version to the server where the QuickBooks program is installed

Click Install

Click Next to confirm installation completion

Create ashortcut to the program for each user who will need to have access to the Bill.com Sync Dashboard

A Bill.com user, in an administrator or accountantrole, can now set up the sync for the first time.

Resources

Sync dashboard requires .NET Framework 4.6

This guide will walk you through setting up the sync between QuickBooks for Windows and Bill.com. For more information onhow the sync works, check out the following article: Bill.com sync with QuickBooks For Windows

Tip: Back up your QuickBooks company file before proceeding.

Table of Contents

Pre setup requirements

Install sync dashboard

QuickBooks program installed on local computer

QuickBooks program installed on Server or Hosted Server

Connect the sync

Bill.com sync preferences

Accounting preferences

Resources

Pre setup requirements

Ensure anyone with shared access to the QuickBooks file to be synced is logged out

QuickBooks needs to be in single-user mode

Click File, if Switch to Multi-user Mode is available, the file is already in single-user mode.

Exit QuickBooks

QuickBooks Admin login credentials - this is required to connect the sync

Bill.com user in Administrator, Accountant or custom role with Sync permission

Administrator rights to install programs to computer or server

Install sync dashboard

The sync dashboard needs to be downloaded and installed in the same location/drive as the QuickBooks program in order to facilitate the sync between Bill.com and QuickBooks for Windows.

The QuickBooks company file does not need to be located in the same location in order to sync.

Note: The sync dashboard requires Microsoft .NET framework 4.6 to run properly.If on .NET framework 4.7 or later, 4.6 may still need to be manually enabled.

QuickBooks program installed on local computer

Download the Bill.com Sync Dashboard(~934 KB file)

Click here to Download

Double click the .exe file

Click Next

Understanding Bill.com Clearing Accounts

Select the drive that the QuickBooks program is installed on

Click Install

ClickNextto confirm installation completion

A shortcut will be created on your desktop

QuickBooks program installed on Server or Hosted Server

Provide the following article to your I.T. administrator or hosting provider administrator so that the sync dashboard can be installed on your behalf:QuickBooks for Windows - Server or Hosting Provider sync dashboard installation

Connect the sync

Open the Bill.com sync dashboard from the shortcut added to the desktop

Open QuickBooks and log in to the company file as Admin and in single user mode

In the profile editor box, click Next

Sync dashboard will auto detect the file path of the QuickBooks company file that is open, click Next

In QuickBooks, on the Application Certificate, select Yes, always; allow access even if QuickBooks isn't running

If there are multiple users on the company file, next to Login as: select Admin

Click Continue

Click Done to confirm access

Enter Bill.com login credentials or sync token

If using a Bill.com powered solution through a bank/financial institution, the sync token will be required to connect the sync.

For more information on setting up a sync token, click here

Select the Bill.com Organization name to sync to

In the syncprofiles box, select the profile to sync

Click Sync

The sync is now connected.

The sync brings everything you need for payables and/or receivables from QuickBooks into Bill.com: accounts, vendors, customers, items, departments (classes), jobs (customer: jobs), and your book balance.

The first sync might take a while, depending on the size of the QuickBooks company file. Future syncs will be much faster, and QuickBooks company file will not need to be open.

Bill.com sync preferences

After the first sync completes, we will direct you to fill our sync preferences. Learn more about sync preferences here.

In the One last thing box, click Ok

On the sync preferences page, select the QuickBooks accounts to use (we filled the list with your QuickBooks Chart of Accounts when you synced) for the following settings:

Accounts Payable

Unallocated Expenses

Default bank account in accounting software

GL accounts for any bank accounts already added to Bill.com

Click Save

The sync setup is now complete.

Accounting preferences

To set additional preferences for reporting and tracking:

Hover over the gear icon, click Settings

Under Accounting, click Preferences

Click Edit

Set preferences

Classes in QuickBooks are called Departments in Bill.com

Locations do not sync with QuickBooks for Windows

Click Save

Learn more about accounting preferences here.

Resources

Sync dashboard requires .NET Framework 4.6

Accounting Classifications - Add/Remove

Understanding Bill.com sync preferences

Error

Your transaction date (XX/XX/XXXX) is within a period that's been closed. You can add, modify, or delete a transaction only if the date of that transaction is within a period that's open.

Explanation

This error occurs when the sync is attempting to post a transaction to a closedperiod inSage Intacct.

Solution

A. In Bill.com, edit the Invoice Date (or GL Posting Date) ofthe transaction so that the date is in the current accounting period inSage Intacct and sync.

B. (not recommended) InSage Intacct, open the period that includes the date of the transactionand sync again.

Note: If you choose to open the accounting period inSage Intacct and the error still occurs when the period inSage Intacct has been opened, the bill may still error due to no update having occurred on the bill since the original error. In this case, make a small edit on the bill in Bill.com (description, invoice number, etc), save and sync.

What is Bill.com Vendor Direct?

What are the benefits of using Bill.com Vendor Direct for my vendor?

Do I need to take any action to enable Bill.com Vendor Direct?

Do you debit my bank account for Bill.com Vendor Direct payments?

How does my vendor accept a Bill.com Vendor Direct payment?

Why did the payment method for my vendor automatically switch from Check to Vendor Direct?

Where do vendors sign up to receive payments via Vendor Direct?

How much will you be charging for this service?

Will my vendor be charged to receive payment via this method?

How do I know which vendors can be paid via Bill.com Vendor Direct?

Why has my Vendor Direct payment not cleared yet?

My vendor did not receive their Mastercard payment. What can I do?

Can a Vendor Direct payment be canceled or voided?

Do Vendor Direct payments expire?

Am I able to use my own credit card to make payments?

Why don’t I get rewards?

What is Bill.com Vendor Direct?

Bill.com Vendor Direct is a new digital payment method that will be available along with ePayment and Check in Bill.com. A Vendor Direct payment is a Mastercard payment sent via email that includes a single use card number that your vendor can then process through their normal merchant card processing system.

What are the benefits of using Bill.com Vendor Direct for my vendor?

Faster and more secure payments

Your vendor no longer needs to wait for a check to arrive in the mail

Payment is more efficient for your vendor to process

They don’t need to go to a bank to deposit a check

Remittance data is delivered at the time of the payment to facilitate reconciliation

Do I need to take any action to enable Bill.com Vendor Direct?

No action is requiredyou don’t have to change a thing. Vendor Direct allows you to reduce or eliminate your check payment transaction fees without changing your process or workflow. Your usual process of uploading, approving and paying bills remains the same, and your bill payments are still funded from your bank account. When your vendors chose to receive Vendor Direct payments rather than checks, we will notify you.

Do you debit my bank account for Bill.com Vendor Direct payments?

Yes, we will debit your bank account the same way we do for ePayment or Check payments

How does my vendor accept a Bill.com Vendor Direct payment?

Vendors who prefer Vendor Direct payments will receive a confirmation letter confirming their enrollment to accept credit card payments. This email will contain detailed instructions on how to process incoming payments. When the payment is initiated, a single-use Mastercard number is emailed to your vendor. The vendor will process this payment just like they do any other card payment through their merchant card system, getting an authorization and then settling their batch of card payments either daily or on whatever schedule their business has established.

Why did the payment method for my vendor automatically switch from Check to Vendor Direct?

This vendor has expressed a preference for accepting payments via credit card. Accordingly, Bill.com switched this vendor’s payment preference in our system to Vendor Direct.

Where do vendors sign up to receive payments via Vendor Direct?

If one of your vendors has notified you that they prefer card payments, you can contact Support. We will work quickly to make the change in our system so that all subsequent payments to that vendor go via Vendor Direct.

How much will you be charging for this service?

Payments made via Bill.com Vendor Direct are free.

Will my vendor be charged to receive payment via this method?

Bill.com does not assess a charge to the vendor for a Vendor Direct payment. In order to accept card payments, suppliers do pay fees to their merchant card processor. These fees vary widely, depending on what type of card processing system the vendor has enabled. Most vendors who prefer card payments chose this method because they get paid faster and enjoy surety of payment.

How do I know which vendors can be paid via Bill.com Vendor Direct?

The preference for Vendor Direct will be displayed in Bill.com on the Vendor Details Page. The vendor’s payment preference is often also shown on their bills.

Why has my Vendor Direct payment not cleared yet?

Vendors do not always process credit card payments daily. It often depends on how many card payments they receive. If you wait another day or so, you will usually find that the payment has been processed successfully.

If the payment has not cleared, and you are concerned about ensuring that the payment is applied, contact Support and Bill.com will assist you in investigating

My vendor did not receive their Mastercard payment. What can I do?

There are a few things that you can do to help your vendor

On the Payment details screen, in the Payment Info Sent To, if you see an email address, that is where the virtual card was sent to. Advise your vendor to search in that email inbox for the payment.

Please note it may be different from the payment notification email added on the vendor's record

If you do not see an email address this means your vendor will be directly contacted to process the payment

You can also use the last 4 digits of the card number on the payment details screen to help your vendor find the card info in their email

Just like with a missing check, you can void the outstanding Vendor Direct payment and then quickly issue a new one

Can a Vendor Direct payment be canceled or voided?

Yes, aVendor Direct payment can be canceled as long as it has not yet been authorized through the supplier’s merchant card processing system

There is no fee for cancelling

Do Vendor Direct payments expire?

Vendor Direct payments expire on the last day of the month following the month that the card payment was issued

Example: If a Vendor Direct payment was issued any day in January 2019, it will expire on the last day of February 2019

Am I able to use my own credit card to make payments?

The Bill.com platform does not support paying vendors with personal or business credit cards at this time. Bill.com Vendor Direct payments are free of transaction fees to you and provide your vendors with faster access to funds versus check payments.

Why don't I get rewards?

The Bill.com platform does not support paying vendors with personal or business credit cards at this time.

This guide will walk you through setting up the sync betweenOracle NetSuite and Bill.com. For more information onhow the sync works (which objects sync, known limitations, and best practices), check out the following article:

Oracle NetSuite Sync - Best Practices and Additional Information

Table of Contents

Introduction

Record Types and Known Limitations

Sync Setup

Create a new integration

Create access tokens

Install the bundle inOracle NetSuite

Connect your sync

Sync your classifications

Sync your transactions

Set up a sync button inOracle NetSuite

Introduction

The following image shows what objects sync and in which direction.

The following table covers the high-level overview of the following:

List of objects that sync from Bill.com toOracle NetSuite, and vice versa

Known limitations

Record Types and Known Limitations

Record Type

Oracle NetSuite to Bill.com

Bill.com toOracle NetSuite

Known Limitations

General

Vendors

Yes

Yes

- Vendors with Access enabled inOracle NetSuite cannot be updated by Bill.com

Customers

Yes

Yes

-Customers with Access enabled in Oracle NetSuite cannot be updated by Bill.com

- Bill.com does not support more than one subsidiary per customer.

Chart of Accounts

Yes

Yes

- Summary accounts are not supported.

Departments

Yes

Yes

Locations

Yes

Yes

Classes

Yes

Yes

Items

Yes

Yes

- Items created in Bill.com and synced to Oracle NetSuite use the subtype: For Resale.

- Sales Tax Items are not supported.

Jobs/Projects

Yes

No

- Requires Bundle 3.1 or later

Custom fields

No

No

- Custom fields are ignored by the sync. They will not prevent the bills from syncing to Bill.com. Custom fields will be preserved in Oracle NetSuite but will not be visible in Bill.com.

- When creating custom fields in Oracle NetSuite, assign a default value to avoid any conflicts.

Currency

Yes

Yes

- Multi-currency setting must be enabled in both Bill.com and Oracle NetSuite

Payment Terms

No

No

- Payment Terms do not sync to/from Oracle NetSuite.

Attachments

Yes

No

- Attachmentssync from Oracle NetSuite to Bill.com.

- Attachments do not sync from Bill.com to Oracle NetSuite.

Partners

No

No

- Partners do not sync to/from Oracle NetSuite.

Payables

Bills

Unpaid bills only*

Yes

- Partially- and fully-paid bills do not sync from Oracle NetSuite to Bill.com.

*You can disable import of unpaid bills from Oracle NetSuite to Bill.com. See Sync your transactions for more details.

Vendor Credits

Unapplied vendor credits only**

Yes

- Partially- and fully-applied vendor credits do not sync from Oracle NetSuite to Bill.com.

- Vendor Credit applications (applying, un-applying, and reapplying) do not sync from Oracle NetSuite to Bill.com.

-If you would like the sync to be able to apply Vendor Credits in Oracle NetSuite, when the period is closed, you will want to enable Non-GL Changes to the Accounting Period in Oracle NetSuite:

Setup > Accounting > Manage Accounting Periods

Click on the period in which the vendor credit is datedin order to edit the base period

Ensure "Allow Non-G/L Changes" is checked on as true

**You can disable import of unapplied vendor credits from Oracle NetSuite to Bill.com. See Sync your transactions for more details.

Approval Status

No

Limited***

*** You can opt to only sync bills/vendor credits approved inBill.com into Oracle NetSuite. However, approval status is not kept in sync. See Best Practices and Additional Information for more details.

Bill Payments

No

Yes

- Payments made in Oracle NetSuite do not sync to Bill.com.

- Payments synced from Bill.com to Oracle NetSuite will always use the same Department, Class, and/or Location, per subsidiary, as applicable. See Best Practices and Additional Information for more details.

Purchase Orders

Yes, once converted to unpaid bills

N/A

- You cannot view original Purchase Order in Bill.com.

- The Purchase Order number will appear on bills and vendor credits that originated from POs in Oracle NetSuite.

- Bills created from POs from Oracle NetSuite should notbe edited in Bill.com.See Best Practices and Additional Information for more details.

AP Funds Transfers

No

Yes

- Funds Transfers synced from Bill.com to Oracle NetSuite will always use the same Department, Class, and/or Location, per subsidiary, as applicable. See Best Practices and Additional Information for more details.

Commissions

No

No

- Commissions do not sync to/from Oracle NetSuite

Receivables

Transactions

No

No

- AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments, AR Funds Transfers) are not supported.

Sync Setup

The setup process will take at least 90-120 minutes, more if you’re syncing multiple subsidiaries. There will be periods of down-time while you’re waiting for the bundle to install, or for records to sync into Bill.com, which happens at the end of each section. While we recommend that you complete the setup in one sitting, it’s okay to take a break at the end of a given section. To get started, you will need:

A brand new Bill.com account with a verified bank account (bank account not mandatory).

Administrator access to theOracle NetSuite account

Administrator or Accountant access to the Bill.com account

Access to the bundle inOracle NetSuite. Contact Bill.com Customer Support to get access; you will need to provide yourOracle NetSuite Account ID.

YourOracle NetSuite Account ID

To find this inOracle NetSuite, hover over Setup > Integration and click Web Services Preferences. Account ID is displayed on the top left.

Write this value down (it will be used several times during set up)

Ensure the following settings are made within theOracle NetSuite account:

Hover over Setup >Company > ClickEnable features

Click SuiteCloud

Make sure all options underSuiteBuilderare enabled

Enable the following options:

Under the SuiteScript section

Client SuiteScript

Server SuiteScript

Under the SuiteFlow section

Suiteflow

Under the Manage Authentication section

Token-Based Authentication

Click I agree on the SuiteCloud Terms of Service page

Click Save

Create a new integration

AOracle NetSuite Administrator will need to create an integration inOracle NetSuite that will allow us to obtain the Consumer Key and Consumer Secret that is required to connect the sync.

InOracle NetSuite, hover over Setup > Integrations > Manage Integrations > Click New

Ensure State field is Enabled

Enter Billcom in the Name field

Check the box for TOKEN-BASED AUTHENTICATION

Check the box for TBA: ISSUETOKEN ENDPOINT

Uncheck the box for TBA: AUTHORIZATION FLOW

Click Save

Copy and Save the Consumer Key and Consumer Secret, both will be required to connect the sync

Important: This will not be viewable again after navigating away from the page

Create access tokens

AOracle NetSuite Administrator will need to create access tokens inOracle NetSuite that will also be required to connect the sync.

ClickManage Access Tokens from the Settings box on the Homepage inOracle NetSuite

ClickNew My Access Token

EnterBillcom in theApplication Name field

ClickSave

Copy and Save theToken ID andToken Secret, both will be required to connect the sync

Important: This will not be viewable again after navigation away from the page

Install the bundle inOracle NetSuite

You only need to install the bundle once perOracle NetSuite Account.

InOracle NetSuite, hover over Customization > SuiteBundler and click Search & Install Bundles. Do not click “List.”

Type “Bill.com” into the Keywords field and search.

Click on the most recently createdBill.com Sync for NetSuite bundle

Click Install

Read through the Bill.com SuiteBundle Terms, and click I Agree to continue.

Click Install. Do not change any of the Preference dropdowns.

Click Refresh, or refresh your browser, to update the installation’s progress.

Once the bundle is fully installed, move onto the next section.

The following 3sectionsneed to be performed once per Bill.com account /Oracle NetSuite subsidiary pair. You’ll need yourOracle NetSuite Account ID, as well as the Subsidiary ID for each subsidiary that will be syncing. To find your Subsidiary ID:

InOracle NetSuite, hover over Setup > CompanyunderClassifications > Subsidiaries

Click View for the subsidiary that will sync with this Bill.com account.

Locate the Internal ID - this is yourOracle NetSuite Subsidiary ID.

If you cannot find the Internal ID field, look at the URL for the page in your browser -- it will contain “id=” followed by a number. That number is thenOracle NetSuite Subsidiary ID.

Connect your sync

This sectionneeds to be performed once per Bill.com account /Oracle NetSuite subsidiary pair. You will need yourOracle NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

In Bill.com, hover over the gear icon at the top right and click Settings. In the Accounting section, click Preferences

In the Accounting Preferences page, click the edit icon on the right

In the Accounting Preferences Edit page, set your Accounting Preferences as follows: (Do not make additional changes unless instructed by Bill.com Support)

Do not enable a classification that you are not using

If you are using Departments, Locations, Classes, Customers, and/or Items on your payables, choose Yes for that classification

If your Vendor IDs and Customer IDs are automatically generated with a particular naming scheme inOracle NetSuite, click the dropdown for Vendor Sequence ID and select Use auto-numbering

Click Save to save your Accounting Preferences

In Bill.com, hover over the gear iconand click Settings

Under Sync, click Setup

Click Connect

On the Sync Login page, enter the following:

Consumer Key: Paste the Consumer Key that was copied and saved

Consumer Secret: Paste the Consumer Secret that was copied and saved

OAuth Token: Paste the Token ID that was copied and saved

Token Secret: Paste the Token Secret that was copied and saved

Account ID: Enter the Account ID of theOracle NetSuite account

Subsidiary ID: If you’re using OneWorld, enter the Internal ID of the Subsidiary that this Bill.com account will sync with. If it is not a OneWorld account,leave this field blank.

Click Save to perform the first sync. This will sync your Vendors and Chart of Accounts. The sync can take some time depending on how many records are syncing - if you’ve got more than 1,000 Vendors and/or Accounts you can take a break while it’s running.

Once the sync is complete, click Okay, and set your Sync Preferences in Bill.com.

Do not select the "Sync only approved bills and vendor credits" setting, this is set up in Bill.com Preferences withinOracle NetSuite - this setting in Bill.com will not affect the sync at all.

Review your Bill.com Sync Preferences. If you have questions regarding a particular setting, hover over the blue ‘?’ icon for more information.

Sync your classifications

This sectionneeds to be performed once per Bill.com account /Oracle NetSuite subsidiary pair. You will need yourOracle NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

InOracle NetSuite, hover over Customization > Lists, Records, & Fields, and click Record Types.

Find the record called Bill.com Preferences. Click the List link for that row, which will be on the right side of the page.

In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up and click the Edit link for that record.

In the Bill.com Preferences Edit page, on the Lists subtab go through each of the following steps(Do not make additional changes unless instructed to do so by Bill.com Customer Support):

Record Types to Sync: if you are using customers, items, locations, departments, and/or classes in your AP transactions, check the box for that particular classification. This will allow that record type to sync for use on your transactions in Bill.com.

Do not enable the sync for a classification if you do not use it on your AP transactions. This can increase the amount of time your sync takes, as well as cause unnecessary sync errors.

Item Subtypes: If syncing Items for use on payables, but do not want a particular item subtype to appear in Bill.com, check the box for that item subtype. This will prevent items with that subtype from syncing into Bill.com.

Configuration: check the Lists Preferences Set Up Complete checkbox. (This allows you to set up additional preferences later and cannot be skipped)

Click Save to save the Bill.com Preferences record with these settings

Return to Settings in Bill.com. In the Sync section, click Sync Now. This will sync any additional classifications you are using.

Once the sync has completed, address any errors that were encountered. Do not continue until your errors have been addressed, unless otherwise advised by Bill.com Support representative.

Sync your transactions

This sectionneeds to be performed once per Bill.com account /Oracle NetSuite subsidiary pair. You will need yourOracle NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

InOracle NetSuite, hover over Customization > Lists, Records, & Fields

Click Record Types

Find the record called Bill.com Preferences.

Click the List link for that row, which should be on the right side of the page.

In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up and click the Edit link for that record.

On Bill.com Preferences Edit page, click Transactions subtab

In the Bill.com Preferences Edit page, go through each of the following steps: (Do not make additional changes unless instructed by Bill.com Support)

Records to Sync

Payables Sync Start Date: set this to the starting date of your most recent open period

Note: this field is NOT editable once set

Bills, Vendor Credits, Payments, and Funds Transfers will adhere to the following Start Date logic:

Entity

Date used for Start Date:

Bill

Invoice Date

Vendor Credit

Credit Date

Sent Pay/Payment

Process Date

Funds Transfer

Process Date

Bypass Start Date for Unpaid Bills/Unapplied Credits: Enablesbills with invoice dates prior to the sync start date to sync fromOracle NetSuite to Bill.com

Ignore Customers in Bills/Credits: Prevents Customers selected on bill/credits from syncing to Bill.com. Customer selection will be preserved inOracle NetSuite butwill not be visible on the bill/credit in Bill.com.

Don't Sync Unpaid Bills / Unapplied Credits fromOracle NetSuite: preventsbills and vendor credits to sync fromOracle NetSuiteto Bill.com. Bills and credits will only sync from Bill.com toOracle NetSuite.

Sync payments made inOracle NetSuite: this setting is not active (do not select)

Enable document sync fromOracle NetSuite: Enables attachments associated to Bills to sync from Oracle NetSuite to Bill.com. (Attachments will not sync from Bill.com toOracle NetSuite)

Sync Only Approved

Only Sync Approved Bills/Credits from Bill.com:If using approvals in Bill.com, prevents syncing of bills/vendor credits from Bill.com toOracle NetSuite until they are fully approved

Only Sync Approved Bills fromOracle NetSuite: If using approvals inOracle NetSuite, prevents syncing of bills fromOracle NetSuiteto Bill.comuntil they are fully approved

Default Classifications

If Classifications: Classes, Locations, and/or Departments on Payables transactions are set as required/mandatory withinOracle NetSuite settings, choose those defaults for these classifications

Note: Default Classifications applies to all Payables transaction types, including bills and vendor credits

Configuration

Selectthe Transactions Preferences Set Up Complete checkbox. (This checkbox allows transactions to sync and cannot be skipped).

Miscellaneous

In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up and click the Edit link for that record

On Bill.com Preferences Edit page, click Miscellaneoussubtab

In your browser, copy your browser’s current URL and paste it into theOracle NetSuite Domain field.

After pasting it into theOracle NetSuite Domain field, delete everything in the URL that appears after the “.com”

Example: assume the browser’s current URL is “https://system.na1.netsuite.com/app/common/custom/custrecordentry.nl?rectype=650”. Once it has been pasted, everything after the “.com” is deleted. The field now reads: “ https://system.na1.netsuite.com ”.

Click Save to save the Bill.com Preferences record with these settings

In Bill.com, hover over the gear icon and click Settings

Under Sync,click Sync Now; this will sync your transactions

Once the sync has completed, address any errors. Once they are addressed, you are finished!

Congratulations! You have finished setting up the sync between Bill.com andOracle NetSuite.

Set up a sync button inOracle NetSuite

You can set up a sync button right on theOracle NetSuite homepage. This button will make initiating a manual sync right from withinOracle NetSuite so that you do not have to navigate away if you don't want to. This step is optional.

InOracle NetSuite, click the Home icon

Click Personalize

Click Custom Portlet

Hover over the three dots, click Set up

Select Bill.com Sync Portlet on the Source field in the Custom Content Box

Click Save

Now, you can click Sync Now to initiate a manual sync from withinOracle NetSuite.

IMPORTANT: The following steps must be taken in the exact order presented or the sync will not function properly.

Take note of current Bill.com Preferences inOracle NetSuite

Block any current Consumer Keys

Revoke any current access tokens

Uninstall the sync bundle

Create a new integration

Create new access tokens

Reinstall the sync bundle

Disconnect and reconnect the Sync

Reconfigure Bill.com Preferences inOracle NetSuite

Take note of current Bill.com Preferences inOracle NetSuite

InOracle NetSuite, hover over Customization > Lists, Records, & Field, click Record Types

Click ListforBill.com Preferences,which will be on the right side of the page

Click View for the Subsidiary associated to the Bill.com account being updated

Take a screenshot of the following tabs

List tab

Transactions tab

Miscellaneous tab

Block any current Consumer Keys

In Oracle NetSuite, hover over Setup > Integrations > click Manage Integrations

Oracle NetSuite Sync Setup Guide

Click on the current Billcom integration

Click Edit

Select Blocked in the State field drop down

Click Save

Revoke any current access tokens

Click Manage Access Tokens from the Settings box on the Homepage in Oracle NetSuite

Click Edit next to the access token for Billcom

Click Revoke

Uninstall the sync bundle

InOracle NetSuite, hover over Customization > SuiteBundler > Search & Install Bundles > Click List

Hover over the green dropdown next to the Bill.com sync forOracle NetSuite, click Uninstall

Create a new integration

AOracle NetSuite Administrator will need to create an integration inOracle NetSuite that will allow us to obtain the Consumer Key and Consumer Secret that is required to connect the sync.

Important: If syncing with multiple entities/subsidiaries, use the same Consumer Key and Consumer Secrets for all connections.

InOracle NetSuite, hover over Setup > Integrations > Manage Integrations > Click New

Ensure State field is Enabled

Enter Billcom in the Name field

Check the box for TOKEN-BASED AUTHENTICATION

Check the box for TBA: ISSUETOKEN ENDPOINT

Uncheck the box for TBA: AUTHORIZATION FLOW

Click Save

Copy and Save the Consumer Key and Consumer Secret, both will be required to connect the sync

Important: For security reasons, the only time the consumer key and consumer secret values are displayed is on the confirmation page. After leaving this page, these values cannot be retrieved from the system. If these credentials are lost or forgotten, they will need to be regenerated. Treat these values as you would a password.

Note: Do not reset previously created consumer key/secret or it will break other integrations connected to theOracle NetSuite account.

Create new access tokens

AOracle NetSuite Administrator will need to create access tokens inOracle NetSuite that will also be required to connect the sync.

Important: If syncing with multiple entities/subsidiaries, use the same access tokens for all connections.

ClickManage Access Tokens from the Settings box on the Homepage inOracle NetSuite

ClickNew My Access Token

Select the integration that was just created: Billcom in the Application Name field

ClickSave

Copy and Save theToken ID andToken Secret, both will be required to connect the sync

Important: For security reasons, the only time the consumer key and consumer secret values are displayed is on the confirmation page. After leaving this page, these values cannot be retrieved from the system. If these credentials are lost or forgotten, they will need to be regenerated. Treat these values as you would a password.

Note: Do not reset previously created access token/secret or it will break other integrations connected to theOracle NetSuite account.

Reinstall the sync bundle

IMPORTANT: After reinstalling the bundle, the Bill.com Preferences will need to be configured again within Oracle NetSuite. The Bill.com Preferences are very closely tied to the workflow that was designed when the sync settings were first configured. These settings determine what syncs and what shouldn't sync between Bill.com and Oracle NetSuite. Please ensure you understand the workflow between the two systems before uninstalling and reinstalling the bundle.

We recommend taking a screenshot of your Bill.com Preferences within Oracle NetSuite before uninstalling the older bundle.

InOracle NetSuite, hover over Customization > SuiteBundler > Click Search & Install Bundles

Type Bill.com into the Keywords field

Click Search

Click Bill.com Sync for NetSuite

If encountering a no access error, contact Bill.com support to have access to the bundle enabled

Click Install

Click I Agree for Bill.com SuiteBundle Terms

Click Install Bundle

Configure Bill.com Preferences inOracle NetSuite again

Disconnect and reconnect the Sync

In Bill.com, hover over the gear icon, click Settings

Click Setup under Sync

Click Disconnect

Click Yes to confirm

Click the OracleNetSuite tile

Click Connect

On the Sync Login page, enter the following:

Consumer Key: Paste the Consumer Key that was copied and saved

Consumer Secret: Paste the Consumer Secret that was copied and saved

OAuth Token: Paste the Token ID that was copied and saved

Token Secret: Paste the Token Secret that was copied and saved

Account ID: Retained from your previous connection

Subsidiary ID: Retained from your previous connection

Click Save to run the sync

Reconfigure Bill.com Preferences inOracle NetSuite

InOracle NetSuite, hover over Customization > Lists, Records, & Field, click Record Types

Click ListforBill.com Preferences,which will be on the right side of the page

Click Edit for the Subsidiary associated to the Bill.com account being updated

Reset Bill.com Preferences inOracle NetSuite for the following tabs so they match what the settings were before the bundle was updated:

List tab

Transaction tab

Miscellaneous tab

ClickSave

Resources

Overview

When you or someone you work with emails a document to your Bill.com Inbox,important information about the document might be in the email body. Follow the steps below to view the email, and/or process it like another document in your Inbox.

View emails in your Inbox

Click Inbox

Locate theemailed document

Hover over View Email to view the content of the email.

Process an email from your Inbox

Click Inbox

Locate theemailed document

ClickView Email to process like any other document.

Error

Account id = null & Bill.com id = XXXXX is invalid because it is of type Bank.

Explanation

This error is occurring because the GL account selected in the Expenses section of the bill is categorized as Bank. A bank account cannot be used in the Expenses section of a bill.

Solution

If the account(s) used on the bill were incorrectly categorized as Bank, change the account type:

Hover over the gear icon, and then click Settings

Under Accounting, click Chart of Accounts

Click the name of the account used on the bill

Click the edit icon.

For Type, select something other than Bank

Click Save

Return to the bill getting the sync error

In the Bill Summary, verify the splits work with the new account type

Sync again

If the wrong account(s) were selected on the bill, edit the bill, and select new, non-Bank-Type accounts for the line items.

About Sandbox

Sandbox environment is very similar to the Production build. Feature functionality is identical to the Production environment.

Note

Click here to sign up for notifications on planned maintenance on Bill.com Sandbox or Production environments.

Sandbox URLs

The Web Login page to Bill.com Sandbox environment is: https://app-sandbox.bill.com/Login

The API endpoint URL to use for the Sandbox environments is: https://api-sandbox.bill.com/api/v2/

Entities

Entities and Object IDs are unique to each environment. When you create objects in the sandbox, those IDs and details are not transferred to the Production environment. Anything created in the sandbox is separate from the Production environment.

Email Notifications

In the sandbox, email notifications are sent to users and vendors from the sandbox organization. The sandbox environment should use test email addresses to avoid confusion with real actions from the Production environment.

Money Movement

True money movement is disabled in the sandbox environment. To set up the Funding Bank Account, see Adding a bank account in the sandbox environment. To set up a recipient's bank accounts to issue payment, read more about Vendor Bank Accounts. Subscription and/or transaction fees are not charged because there is no actual money movement.

Authentication Information: Any price plan in the sandbox can be ignored and does not represent actual pricing.

Adding a bank account in the sandbox environment

The bank account needs to be created via the Bill.com web application in the Sandbox environment.

Follow these steps to add a fake bank account in the sandbox environment:

Before you begin, make sure to sign up.

Navigate to https://app-sandbox.bill.com/Login via your browser and log in using your username and password.

Hover over the gear icon, click Settings.

Under Your Company, click Bank Accounts.

Click Set up new bank and the bank account wizard is displayed.

Click the "Verify Instantly" option.

You are prompted to go through Identity Verification:

Enter the following Name and Address information exactly as follows:

First Name: GEORGE

Last Name: OLLERICH

Address: 1509 85TH ST N

City: BIRMINGHAM

State: AL

Zip: 35206

SSN: 0994

Choose the last answer for each question.

Select any Bank from the list that pops up.

Enter the User ID and Password located at the bottom of the status bar.

Example:

Click Submit.

The fake bank account is activated. Now, you can assign additional users to the bank so they can pay bills.

What's Next

Want to know how your account payables are handled within Bill.com? See Accounts Payable.

To learn how users are authenticated before logging in to your Organization on Bill.com, see .

Bill.com enables you to assign different roles to different individuals, and in that way configure the application to best suit your desired business process.

Small business with the accountant or principalmanaging Payables

In this instance, the organization assigns all of its payables activities to one individual typically an accountant.In this case, set up user roles in Bill.com as follows:

The accountant or principaluser is assigned the role ofAdministrator in Bill.com, which enables him or her to handle all aspects of the payables process, including paying bills via Bill.com (The user needs to go through a verification process to pay bills via Bill.com).

In a slightly different scenario, yourcompany or firmmayhave other individuals involved in entering bills into Bill.com. In this case, set up user roles in Bill.com as follows:

The accountant or principal useris assigned the role ofAdministrator in Bill.com, which enables him or her to handle all aspects of the payables process, including paying bills via Bill.com (The user needs to go through a verification process to pay bills via Bill.com).

The data entry user is assigned the role of Clerk in Bill.com, which enables him or her to enter/update bills as well as enter/update vendors. If you want to limit the ability of the data entry user to only enter bills (and not enter/update vendors), for example, you can create your own custom role.

Small business with the owner and an accountant managing Payables

This business relies on an accountant to enter bills and maintain the company’s payables online via Bill.com.The accountant also uses QuickBooks to manage other aspects of the organization’s finances.The company owner, or a finance person in the company pays the bills.

In this case, you could set up user roles in Bill.com as follows:

The owner is assigned the role ofAdministrator in Bill.com, which enables him or her to handle all aspects of the payables process, including paying bills via Bill.com (The user needs to go through a verification process to pay bills via Bill.com). In this scenario, their primary task will be to pay bills.

The accountant is assigned the role ofAccountant in Bill.com, which enables him or her to handle most aspects of the payables process, except paying bills via Bill.com. In this scenario, their primary task is to enter bills and sync with the accounting system.

Medium-sized organization with an AP department

This business relies either on an accounts payable department or its outsourced CPA firm to manage its payables.The process of entering, managing, approving, scheduling, and paying a bill is spread across several individuals, each of whom handles only a piece of the overall process.

In this case, you could set up user roles in Bill.com as follows:

The data entry user (e.g. A/P Clerk in your company) is assigned the role of Clerk in Bill.com, which enables him or her to enter/update bills as well as enter/update vendors. If you want to limit the ability of the data entry user to only enter bills (and not enter/update vendors), for example, you can create your own custom role.

The department head (e.g. Marketing Director in your company) is assigned the role of Approver in Bill.com. They can then approve individual bills assigned to them for payment.

The authorized check-signer (e.g. controller/CFO in your company) is assigned the role of Payer or Administrator in Bill.com. If you want a clear separation of duties in your organization, use the role of Payer. If the person paying the bills may also be routinely performing other tasks such as syncing with the accounting system, managing users etc, use the role of Administrator. If you want tighter controls, thencreate your own custom role.

The Bill.com system ensures that each role is strictly defined so that only individuals specifically authorized to pay bills can, in fact, pay bills.Bills move from individual to individual i.e., from bill processor to bill approver to bill payer via Bill.com’s automated workflow, with automatic notifications to each individual as their participation becomes required.

Paying your bills electronically saves you money, and is more convenient for your vendors.There are several ways to connect; take a look at the options below, and invite your vendors to connect today! 7 out of 10 vendors invited to Bill.com end up setting up accounts to receive ePayments.

Connect or invite when adding new vendors

When you add a new vendor to your vendor list, we search the network to see if they already accept ePayments using Bill.com, or give you the opportunity to invite them to Bill.com right away. Learn more here

Invites on checks

If your Bill.com Network Profile is set to Public, an invitation to get paid via ePayment will be printed on the check stub for all checks you send from Bill.com. This message will include your unique profile URL, so your vendors can easily connect and get paid electronically.

Check codes (Limited release)

We're doing a limited release of a new check codes feature! Your vendors can easily sign up for a free Basic Receivables account, where they can get paid by you, using a unique 6-digit code printed on your check stubs. Learn more here:

Bill.com check codes

Send mass invites

On the Home page, click Pay Vendors via ePaymentunder Quick Links

Click Invite Vendors

Select which vendors you'd like to invite by clicking the checkboxes on the far right. To select all of your vendors, click Select: All at the top of the list on the right.

Enter or edit the email addresses for each vendor, and click Next.

Customize the invitation, and then click Send Invite.

Invite individually

Hover over Payables, and then click Vendors.

Click the name of the vendor you'd like to invite.

If theyuse Bill.com to accept ePayments,they may already be in our Network; we'll let you know if we think we may have found a match.ClickTo pay [your vendor name]electronically, review and connect now Search for them in our network

Review the information for our potential match. If it's your vendor, clickConnect.

Not a match? Enter their email address and click Send Inviteto invite them to join Bill.com and connect with you!

If there is no match in the Network,just clickTo pay [your vendor name]electronically, invite them now

Customize the invitation, and then click Send Invite

Vendors in the Bill.com Network

Does your vendor already accept payments using Bill.com?, or check their Vendor Details page to see if we've found a match (see above).

We'll also let you know if one or more of your vendors are in the Network by showing you a list of potential matches in various places around your account, including your Bill.com Home page, Payment Confirmation page after paying vendors by check, and more!

Once your vendor sets up a free account using the link in your invite and enters their bank account information, we'll switch their payment method to ePayment, and send you an email to let you know.

Things to know

Vendor invitations expire after 60 days if not accepted

The following is an explanation of each of the fields you can provide when importing Bills.

Field Name

Required?

Key Field?

Maximum length

Description

Accepted Values

Additional Information

Active?

No

No

N/A

Denotes if this Bill is active or inactive.

Active

Inactive

Requires an exact match with one of the accepted values.

All records are automatically set to Active when created; they cannot be created and set to inactive in the same import.

Vendor Id

No

YES

20 characters

The Vendor Id of the Vendor for this Bill.

Once set, this field cannot be updated via the importer.

Requires an exact match with the desired Vendor's Vendor Id (for updating).

If Vendor Name and Vendor Id are both populated for a Vendor, both must be provided to correctly identify that Vendor.

The desired Vendor must be active in Bill.com.

Vendor Name*

YES

YES

100 characters

The Vendor Name of the Vendor for this Bill.

Once set, this field cannot be updated via the importer.

Requires an exact match with the desired Vendor's Vendor Name (for updating).

If Vendor Name and Vendor Id are both populated for a Vendor, both must be provided to correctly identify that Vendor.

The desired Vendor must be active in Bill.com.

Invoice #*

YES

YES

100 characters

The invoice number for this Bill, typically provided by the vendor on the bill.

Once set, this field cannot be updated via the importer.

Requires an exact match with the desired Bill's Invoice # (for updating).

Invoice Date*

YES

YES

N/A

The invoice date for this Bill, typically provided by the vendor on the bill.

Once set, this field cannot be updated via the importer.

Requires an exact match with the desired Bill's Invoice Date (for updating).

Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.

Single digits do not require a leading zero.

Due Date*

YES

YES

N/A

The date that payment is due for this Bill.

Once set, this field cannot be updated via the importer.

Requires an exact match with the desired Bill's Due Date (for updating).

Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.

Single digits do not require a leading zero.

GL Posting Date

No

No

N/A

The date that this Bill is posted to your general ledger in your accounting system, if supported.

Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY.

Single digits do not require a leading zero.

Exchange Rate

No

No

N/A

Exchange rate for a foreign currency bill

Should beforeign currency equivalent to 1 USD

Description

No

No

4000 characters

The description of this Bill.

Bill Line Item Amount

No

No

N/A

The amount for this line item on this Bill.

Must be in the range of -9999999 to 9999999.

Does not support fractions of cents.

If this is left blank, it will appear as blank; this is treated as $0.00.

Accepts values with or without a $; negative values must omit the $.

Bill Line Item Account Number

No

No

40 characters

The Account Number of the Account that this line item is coded to.

Requires an exact match with the desired Account's Account Number.

If Name and Account Number are both populated for an Account, both must be provided to correctly identify that Account.

The desired Account must be active in Bill.com.

Bill Line Item Account Name

No

No

250 characters

The Name of the Account that this line item is coded to. This line item defaults to an Expense line item if an account is provided.

Requires an exact match with the desired Account's Name.

If Name and Account Number are both populated for an Account, both must be provided to correctly identify that Account.

The desired Account must be active in Bill.com.

Bill Line Item Department Short Name

No

No

40 characters

The Short Name of the Department that this line item is coded to, if supported by your accounting system and enabled in Bill.com and enabled in Bill.com.

Requires an exact match with the desired Department's Short Name.

If Department Name and Department Short Name are both populated for a Department, both must be provided to correctly identify that Department.

The desired Department must be active in Bill.com.

Bill Line Item Department Name

No

No

100 characters

The Name of the Department that this line item is coded to, if supported by your accounting system and enabled in Bill.com and enabled in Bill.com.

Requires an exact match with the desired Department's Name.

If Department Name and Department Short Name are both populated for a Department, both must be provided to correctly identify that Department.

The desired Department must be active in Bill.com.

Bill Line Item Location ID

No

No

40 characters

The Location ID of the Location that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Location's Location ID.

If Location Name and Location ID are both populated for a Location, both must be provided to correctly identify that Location.

The desired Location must be active in Bill.com.

Bill Line Item Location Name

No

No

100 characters

The Location Name of the Location that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Location's Location Name.

If Location Name and Location ID are both populated for a Location, both must be provided to correctly identify that Location.

The desired Location must be active in Bill.com.

Bill Line Item Job Name

No

No

100 characters

The Job Name of the Job that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Job's Job Name.

If Job Name and Job ID are both populated for a Job, both must be provided to correctly identify that Job.

The desired Job must be active in Bill.com.

Bill Line Item Job ID

No

No

40 characters

The Job ID of the Job that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Job's Job ID.

If Job Name and Job ID are both populated for a Job, both must be provided to correctly identify that Job.

The desired Job must be active in Bill.com.

Bill Line Item Customer ID

No

No

40 characters

The Customer ID of the Customer that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Customer's ID.

If Customer Name and Customer ID are both populated for a Customer, both must be provided to correctly identify that Customer.

The desired Customer must be active in Bill.com.

Bill Line Item Customer Name

No

No

100 characters

The Customer Name of the Customer that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Customer's Name.

If Customer Name and Customer ID are both populated for a Customer, both must be provided to correctly identify that Customer.

The desired Customer must be active in Bill.com.

Bill Line Item Billable?

No

No

N/A

Denotes whether this line item is billable to its coded customer.

Yes

No

Requires an exact match with the accepted values.

Bill Line Item Description

No

No

4000 characters

The description of this line item.

Bill Line Item Item Name

No

No

100 characters

The Name of the Item that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

If provided, the Type of this line item will be "Item" instead of "Expense."

Requires an exact match with the desired Item's Name.

The desired Item must be active in Bill.com.

If Name and Item ID are both populated for an Item, both must be provided to correctly identify that Item.

Bill Line Item Item ID

No

No

The Item ID of the Item that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

If provided, the Type of this line item will be "Item" instead of "Expense".

Requires an exact match with the desired Item's Item ID.

The desired Item must be active in Bill.com.

If Name and Item ID are both populated for an Item, both must be provided to correctly identify that Item.

Bill Line Item Qty

No

No

N/A

The quantity of items purchased in this line item.

Must be a number.

Up to 5 decimal places are supported.

Bill Line Item Unit Cost

No

No

N/A

The cost of one unit of this item.

Must be in the range of -9999999 to 9999999.

Does not support fractions of cents.

If this is left blank, it will appear as blank; this is treated as $0.00.

Accepts values with or without a $; negative values must omit the $.

Bill Line Item Employee ID

No

No

40 characters

The ID of the employee that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Employee ID.

The desired Employee must be active in Bill.com.

Bill Line Item Class ID

No

No

40 characters

The Class ID of the Class that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Class's Class ID.

If Name and Class ID are both populated for a Class, both must be provided to correctly identify that Class. The desired Class must be active in Bill.com.

Bill Line Item Class Name

No

No

40 characters

The Name of the Class that this line item is coded to, if supported by your accounting system and enabled in Bill.com.

Requires an exact match with the desired Class's Name.

If Name and Class ID are both populated for a Class, both must be provided to correctly identify that Class.

The desired Class must be active in Bill.com.

Bill Line Item Order*

Yes

No

1-3 characters

The number that determines the sequential order of the line items in the bill

Bills can have up to 100 line items. Enter a "1" for line item number 1, "10" for line item ten, etc.

Once the funds have already been dispersed to the vendor we recommend contacting your vendor directly to resolve the issue.

There are 2 reasons that could lead to a change in the payment method for a Vendor Direct payment.

Expired virtual card payment

Vendor Direct numbers expire on the last day of the month following the month it was issued. Once it expires, we will reissue the payment as a check. The check will be free and the original virtual card number will not be able to be processed by the vendor.

On the Payment details page for that payment, there will be a notification banner regarding change of payment method.

Vendor opts of Vendor Direct

If a vendor/supplier changes their payment preference and opts out of accepting Vendor Direct payments, the payment method on the vendor’s record will update from Vendor Direct to Check. Any inflight Vendor Direct payments that have not been authorized will be reissued as a check payment with no transaction fee. The original Vendor Direct card number will be immediately expired and cannot be used.

All future payments to the vendor will be by check with applicable transaction fees.

If you qualified to receive a 1099 tax form from an employer or customer and have not received it, please contact the employer or customer directly. Bill.com does not issue 1099 tax forms on behalf of our customers.

Bill.com offersreporting for employers to export the 1099 data easily. Employers and customers using Bill.com can click the link below to read more about the steps to export the report:

Bill.com and Tax1099

To cancel an account, an Administrator on the account will need to submit the request from within the Bill.com account.

Before canceling, if leaving due to an issue with the product or the account, we would love the opportunity to fix any issues. We appreciate any feedback offered about the product and our support.

Check for payments in process

Canceling a Bill.com account

Canceling a Console account

Things to know

Check for payments in process

Accounts without payments in flight will be inactivated immediately. Note: Since we bill in arrears, at the end of the monthly subscription, the account will be prorated appropriately for user fees and transactions initiated while the account was still active. Accounts cancelled within the risk free trial period (first 30 days) will not be prorated.

If there are payments in flight, steps will be provided on how to proceed:

Scheduled payments

Cancel scheduled payments or

Wait for payment to process and clear

Uncashed, Returned or Failed payments

Void any payments that have not cleared yet or

Wait for payments to clear

Pending Void and remit credits

Wait for void credits to clear

Failed Void and remit credits

Contact Customer support to have the credit redirected to a different bank account in the Bill.com account

Once the appropriate steps are followed and there are no longer in flight payments, request a cancellation again.

Canceling a Bill.com account

Hover over the Gear icon, clickSettings

Click Billing under Your Account With Us

Click I want to cancel my service

Select a reason for the cancel and any comments that will helpus improve our product or service and click theconfirm button

Canceling a console account

A console cancellation request can only be processed if there are no active client accounts under it.If the client accounts need to be canceled as well, please follow the steps provided above to cancel the client accounts.If the client accounts will continue to be used they will need to be unlinked from your Console. Please contact Customer Support to request the unlinking.

Once there are no active clients under the Console follow these steps to submit a cancellation request for the Console:

Log into Bill.com

Click Manage Console

Click Billing

Click I want tocancel my service

Things to know

For accountants that have multiple accounts, make sure you are logged in to the correct account before submitting the cancellation request

If the account is canceled during the 30-day, risk-free trial period, there will be no charge for any of the Bill.com services

If canceling after the trial period, the account will be charged the prorated amount for the time and use on the account during that billing period

If the account is overdue, it will need to be brought to current(paid) status to cancel

To request a copy of the bills and documents in the account on DVD, an administrator on the account will need to submit a request via Customer Support

To downgrade your Bill.com account to the free version

Click on gear icon or Hover over the gear icon and click Settings

Under Your account with Us, click Billing

For Payables

ClickI only want to send payments to Bill.com users (free version)

For Receivables

Click I only want to receive payments from Bill.com users (free version)

If there is difficulty processing payment for your Bill.com subscription fees based on the credit card on file, an email notification will be sent. To protect your security and privacy, the issuing bank cannot provide Bill.com with information regarding why the credit card was declined.

To resolve the issue, verify the payment information within the Billing section of your Bill.com account (expiration date, billing address, security code, etc.). A common issue is entering a company address instead of a personal address or vice versa.

Please contact your credit card issuing bank to learn more about their policies, including any detailed reasons for this particular charge decline. Some issuers put restrictions on using credit cards for electronic or Internet charges.

Update the credit card on the account

Once you've addressed the reason for the declined charge, update your credit card information on the screen that appears after login. A charge will be processed for the outstanding balance.

Bill.com makes it easy to access all invoice records from within the application. However, it may be necessary to download or print an invoice for record-keeping or other purposes.

To download or print an invoice

Locate the invoice to be downloaded

In the Summary box, hover over Invoice Actions

Select Print

This will automatically download a copy of the invoice to thecomputer

To print, open the invoice that was downloaded and print as normal

Toemail aninvoice

Locate the invoice to be downloaded

In the Summary box, hover over Invoice Actions

Select Email

Enter the email address where the invoice should be sent

By default, thecustomer's email address will auto-populate but may be removed

Also by default, the email address associated with your login will auto-populate in the CC field but may be removed

Any addresses added to the CC field will automatically be added as a Contact for the Customer, if it doesn't already exist

Edit the email template, as necessary

ClickSend

To email in bulk

Opt to Email Later when the invoice is created

From the Receivables Overview page, click on Invoices To Email

Select "All" or just check off theindividual invoices to be sent

ClickSend Via Email

If necessary, update theemail address fields

ClickNext

Edit the email template, as necessary

ClickSend

Things to Note

At this time, we only have the option to download or print one invoice at a time.

We send 1 separate email to each address in the To field, and we copy the addresses in the CC field on each on each separate email. If there are 5 addresses in the To field, any addresses in the CC field will receive 5 separate emails.

Any addresses added to the CC field will automatically be added as a Contact for the Customer, if it doesn't already exist

When paying bills using Bill.com, you'll be asked to select aProcess date.This is the day we withdraw money from yourbank account.

The "Arrives by" date is the day that thepayment will be delivered to thevendor. This date is determined by payment method, and your account'sparticular payment timing.

Check payments:We'll show "Est. Arrival" for check payments. This is our best guess, based on USPS delivery times.

Vendor Direct payments:The “Arrives by” date is exact as this is the date when the payment arrives in the vendor’s email inbox.

ePayments:The "Arrives by" date will be exact. For ePayments, this is the date when your payment will arrive at your vendor's bank account.

Payment timing

Want the "Arrives by ..." date to be sooner? After you've paid a few bills with usand everything is working well, we'll accelerate your payments. Once your payment timing is accelerated, you'll also have the option to use expedited payment timing. Learn more below!

Resources

Pay Bills Faster

To remove approvers who have not yet approved, add new approvers, or reorder the approver list:

Locate the bill or vendor credit

In the Summary window, click the Edit icon

Under Approvers, make the necessary changes- use the "remove" link to remove approvers, the drop-down menu to add new approvers, and the sliders on the right to change the order

Click Save

To delete all approvers from a bill or vendor credit, even if they have already approved, denied, or skipped the bill/vendor credit:

Locate the bill or vendor credit

Hover over Bill Details (or just Details, for vendor credits), and click Approvers

Click [del all] next to the list of approvers to remove all approvers from bill/vendor credit

Click OK

To addnew approvers, hover over Details/Bill Details, and click Summary

Click the Edit icon

Add approvers as necessary, and then click Save

The following Payment Statuses appear on the Payments Out overview page. Payments can be filtered by:

All

Scheduled

Paid

Canceled

Void

Scheduled: Payment has been scheduled to be processed

Sent: Vendor Direct Card Number is created and an email notification with the Card Number has been sent to the vendor.

Cleared: Vendor has successfully authorized and settled the payment

Expired: Card Number has expired and is no longer valid. Once expired, the payment will reissued as a check.

In Progress: The Virtual Card Number has not been sent yet.

Void: The Virtual Card Number can be invalidated before authorization.

When a bank account is added, the only user that is bank authorized and able to pay bills by default is the user that added the bank. To get authorizationto pay bills, they will need tonominate other users to the bank account in Bill.com. Once nominated, users will need to pass identity verification to become bank authorized.

Provide the following steps to a bank authorized user in Bill.com to get authorizationto pay bills:

Steps to nominate

Hover over the gear icon, and Settings

Under Your Company, click Bank Accounts

Click the Account Number

Next to Authorized Users, clickAdd

Select the user to be nominated

ClickSave

Nominated users will receive an email from Bill.com with next steps to complete theirauthorization

Steps to complete authorization

Once nominated, follow these steps to complete authorization process:

In the to do list, click Complete setup for bank *****XXXX

Check the box confirming signing authority or permission to authorize transactions on the account

Click Next

Click Next to proceed to identityverification

Legal name and Home address

IMPORTANT: Make sure to use your legal name, and home address (usually the one that appears on your Driver's License)

Click Next

Answer security questions

Responses will be compared to public records to verify identity

Click Next

This section explains how Bill.com API's are structured, such as the end points, request, and response formats.

Bill.com has an upper request limit of 18,000 per developer key, per hour.

Endpoints

Format

Most of the endpoints need to follow this format.: <API Endpoint URL>/Crud/<Operation>/<Entity>.json

Note: There are exceptions to this format. The API documentation you follow provides the details of the API format. Therefore, make sure to follow the API guide.

API Endpoint URL

Make sure to use the URL based on the environment you are working on.

The URL for the production environment: https://api.bill.com/api/v2/

The URL for the sandbox environment: https://api-sandbox.bill.com/api/v2/

Operation

The Create, Read, Update, Delete, and Undelete operations are supported.

Entity

Define the entity you want to carry out the operation on. For more information on the entities, see Organization, Accounts Receivable, Accounts Payable, Approve Payments, and Bill.com Network.

Request format

All requests follow the same format and have the following components.

Request method

All API requests use the HTTP POST method.

Parameters

The three parameters listed below are required when calling all the endpoints, except when calling the ListOrgs and Login endpoints.

devKey: The developer key that was shared when API access was provisioned.

sessionId: The ID of the session once the user is successfully authenticated.

data: The data that is passed to successfully complete your request.

Note: All name:value pairs defined in the data parameter are case sensitive. All names must be identical to their object definition in the API Reference Guide.

Content type

The content-type is set to application/x-www-form-urlencoded.

Example: The MFAAuthentication request format in the Sandbox environment.

curl -X POST \

-H "application/x-www-form-urlencoded" \

-d 'devKey=<devKey>&sessionId=<sessionId>&data={ \

"challengeId":"<challenge_ID>", \

"token":"<token>", \

"deviceId":"345676", \

"machineName":"my mobile device", \

"rememberMe":true \

}' \

-v https://api-sandbox.bill.com/api/v2/MFAAuthenticate.json

Response format

Bill.com API responses always have three name/value pairs. The response you get indicates if the API call was successful or unsuccessful.

response_status : 0 = success, or 1 = error.

response_message: "Success" or "Error".

response_data: returned information, such as a list of records or any errors. Operation specific response data is described in the API reference section.

Object types

The following table defines various data types that the Bill.com API works with in request and response objects.

The following data types are used in the request and response objects.

Data type

Description

String (n)

Character input with max length indicated.

Note: If the Bill.com account syncs with other accounting applications (QuickBooks for Windows, QuickBooks Online, Intacct or Xero), the max length can be defined by the external systems.

date

YYYY-MM-DD format.

datetime

YYYY-MM-DDThh:mm:ss.ssshhmm (ISO 8601 format with time offset from UTC)

money

NNNN.NN format. Currently, Bill.com only supports USD for all transactions.

NumberName

Number input - up to 5 decimal points.

number

Number input - up to 5 decimal points.

addressZip

1-20 characters, letters, numbers and symbols.

To move an existing document from one folder to another folder:

Click Documents from the top navigational bar.

Click the document name.

In the Summary box, click "Edit".

In the Folder drop down menu, select the appropriate folder.

Click Save.

Save time and money, and get paid faster! Connect with your customers and vendors who already use Bill.com, and pay your bills, and get paid via ePayment.

We compare your vendors and customers with a pool of verified businesses (1.6 million as of Jan 2017) already using Bill.com, and let you know when we've found a potential match. If we've found a match, we'll let you know:

On your Network Overview page

On your Dashboard

On your vendors' Vendor Details page

After adding a new vendor

After adding a new bill

On the Payment Confirmation page after you pay vendors by check

When you clickSet up ePayments for existing vendors

If one of our suggestions is a match, just click Connect to review that company's business information before completing the connection.

You can also invite vendors to join the Bill.com Network for free, and start getting paid electronically by you and other business contacts using Bill.com. Learn more about inviting vendors here:

Inviting vendors to join the Network and get paid electronically

Error

The vendor on one of bills paid in this transaction does not match the vendor on that bill in QBO. This could happen because of an incorrect vendor merge in QBO

Explanation

This error occurs when a vendor is different on the payment than what is on the bill in QuickBooks. This can happen one of two ways:

The bill was updated in QuickBooks to a different vendor.

There was a vendor merge in QuickBooks, but not merged in Bill.com, or just made inactive in Bill.com.

Solution

There are a few ways that this can be resolved:

If the previous vendor is still active in QuickBooks, update the bill to the original vendor.

Select to not sync the payment and manually mark the bill as paid in QuickBooks.

If there was a merge and you would like the payment to sync over, please contact Customer Service to assist with properly merging in Bill.com.

About Login

Login to the Bill.com's developer platform using this request, which is a POST request.If the session is inactive for more than 35 minutes, it expires and you need to login again.

The mfaId and deviceId are optional fields to validate a user's API session as trusted in order to call one of the 4 MFA Protected Endpoints.

Example

Request

<API_URL_EndPoint>/Login.json

Note: Do not put the username, password, orgId, and devKey in the data { } envelope. They need to be put in body of the call.

userName=<YourUserNameEmailAddress>&password=<YourPassword>

&orgId=<YourOrgID>&devKey=<YourDevelopmentKey>

Response (successful)

{

"response_status" : 0,

"response_message" : "Success",

"response_data" : {

"sessionId" : "YOUR_SESSIONID",

"orgId" : "YOUR_ORGANIZATIONID",

"apiEndPoint" : "https://api.bill.com/api/v2",

"usersId" : "YOUR_USERID"

}

}

Response (failed)

{

"response_status" : 1,

"response_message" : "Error",

"response_data" : {

"error_code" : "BDC_1111",

"error_message" : "No active user for: [email protected], yourOrgId."

}

}

Parameters

Request parameters

Field Name

Description

Required?

userName

The email that is used to login to the Bill.com account.

Yes

password

The password that is used to login to the Bill.com account.

Yes

orgId

The organization ID that was shared when API access was provisioned.

Yes

devKey

The developer key that was shared when API access was provisioned.

Yes

mfaId

Optional, if passed with deviceId the pair is validated and the API session is marked as trusted

No

deviceId

Optional, if passed with mfaId the pair is validated and the API session is marked as trusted

No

About error codes

When anAPI operation fails, the return is:

response_status = 1

response_message = Error

The error_code and error_message attributes are shown inside response_data.

List of all error code can be retrieved with:

<API_URL_ENDPOINT>/Errors.json

The table below includes the error codes and descriptions:

Error Code

Description

BDC_1001

System error occurred.

BDC_1002

Unknown error occurred.

BDC_1003

Unknown version.

BDC_1005

Version ${paramName0} is not supported.

BDC_1101

User name and/or password do not match our records.

BDC_1102

Developer key is invalid.

BDC_1103

Developer key is inactive.

BDC_1104

Developer terms are not accepted.

BDC_1106

Partner type of the API user and the organization being accessed do not match.

BDC_1107

Organization is locked out.

BDC_1108

Missing parameter value for parameter: ${paramName0}.

BDC_1109

Session is invalid. Please log in.

BDC_1110

Login is locked.

BDC_1111

No active user for: ${paramName0}, ${paramName1}.

BDC_1113

Login error.

BDC_1114

Invalid entity type: ${paramName0}.

BDC_1115

Invalid CRUD operation: ${paramName0}.

BDC_1116

Invalid CRUD operation entity: ${paramName0}.

BDC_1117

Missing required data for: ${paramName0}.

BDC_1118

Entity from CRUD operation: ${paramName0} does not match the entity specified in the data: ${paramName1}.

BDC_1119

Invalid field,value: ${paramName0}, ${paramName1}.

BDC_1120

No data found.

BDC_1121

API not supported.

BDC_1122

Error Parsing Json Object. Please check your request.

BDC_1123

Invalid organization id.

BDC_1124

Invalid field datatype: ${paramName0}.

BDC_1125

Error uploading sync log file.

BDC_1126

Invalid log session id.

BDC_1127

No sync log file found.

BDC_1128

Invalid List entity: ${paramName0}.

BDC_1129

Invalid parameter value for parameter,value: ${paramName0}, ${paramName1}.

BDC_1130

Invalid list filter field: ${paramName0}.

BDC_1131

Invalid list filter operator: ${paramName0}

BDC_1132

Invalid list filter value(s) for field, value(s): ${paramName0}, ${paramName1}.

BDC_1133

Invalid list sorting field: ${paramName0}.

BDC_1134

Operator not supported for field,operator: ${paramName0}, ${paramName1}.

BDC_1135

${paramName0} does not exist for id: ${paramName1}.

BDC_1136

Vendor is not active: ${paramName0}

BDC_1137

Vendor is not a check vendor.

BDC_1138

Vendor is already linked.

BDC_1139

Vendor is not a US vendor.

BDC_1140

Vendor already has a pending invite.

BDC_1141

Vendor has a pending bank account.

BDC_1142

${paramName0} entity is read-only.

BDC_1143

Invalid entity data. ${paramName0}.

BDC_1144

Max number of allowed requests per hour reached: ${paramName0}.

BDC_1145

Current user or organization does not have valid permissions.

BDC_1146

Missing ${paramName0} line items.

BDC_1147

User must be logged in to the organization to perform this request.

BDC_1148

Organization id parameter must be provided to perform this request: ${paramName0}.

BDC_1149

${paramName0} must be a valid date and in the format ${paramName1}.

BDC_1150

User cannot make online payments.

BDC_1151

Cannot make online payments with the specified bank account.

BDC_1152

Invalid Process Date : ${paramName0}.

BDC_1153

Invalid Bill.

BDC_1154

International payments are disabled.

BDC_1155

Payments to the country are not supported.

BDC_1156

Payment amount too large.

BDC_1157

Payment amount must be greater than $0.

BDC_1158

Vendor payment address is not valid.

BDC_1159

Cannot overpay a bill.

BDC_1160

Organization is inactive.

BDC_1161

Invalid Id: ${paramName0}.

BDC_1162

Invalid Document.

BDC_1163

Document file size exceeds the limit.

BDC_1164

Unable to process the document.

BDC_1165

Changes made don't match this vendor information in Bill.com network.

BDC_1166

Referred object is not found for entity,id,field,value: ${paramName0}, ${paramName1}, ${paramName2}, ${paramName3}.

BDC_1167

Referred object is deleted for entity,id,field,value: ${paramName0}, ${paramName1}, ${paramName2}, ${paramName3}.

BDC_1168

Invalid value for entity,id,field,value: ${paramName0}, ${paramName1}, ${paramName2}, ${paramName3}.

BDC_1169

Missing document.

BDC_1170

Your account is locked because it reached the maximum number of failed login attempts. Go to the web application to reset your password.

BDC_1171

Duplicate invoice number for ${paramName0}.

BDC_1172

Vendor information cannot be changed because it is maintained by the vendor.

BDC_1173

Customer information cannot be changed because it is maintained by the customer.

BDC_1174

Invoice has invalid sales tax item.

BDC_1175

Application key is invalid.

BDC_1176

Application key is inactive.

BDC_1177

Application key must be specified.

BDC_1178

Developer key must be specified.

BDC_1179

Unable to set integration id ${paramName0} on the object ${paramName1} because integration id ${paramName2} already exists.

BDC_1180

Number of custom fields for organization ${paramName0} cannot exceed ${paramName1}.

BDC_1181

Integration status does not exists for object id ${paramName0}.

BDC_1182

More than one integration object found for object id ${paramName0}.

BDC_1183

More than one integration object found for integration id ${paramName0}.

BDC_1184

Missing object for integration id ${paramName0} and object id ${paramName1}.

BDC_1185

Object id ${paramName0} which belongs to the integration id ${paramName1} does not match the object id ${paramName2} specified in the data.

BDC_1186

Another object already exists with id ${paramName0} for integration id ${paramName1} and entity type ${paramName2}.

BDC_1187

The integration id ${paramName0} is not set for this object. Set the integration id first.

BDC_1188

Invalid value for data key,value: ${paramName0}, ${paramName1}.

BDC_1189

More than one integration progress status object found.

BDC_1190

The application is not installed or it is not active.

BDC_1191

More than one installation found for the application.

BDC_1192

Cannot update locked object.

BDC_1193

Cannot delete locked object.

BDC_1194

Cannot merge locked object.

BDC_1195

Maximum number of integration errors reached. Please resolve the existing ones to proceed.

BDC_1196

The user with id ${paramName0} does not have any valid permissions to pay online.

BDC_1197

Invalid user name: ${paramName0}. Please provide a user name without an email address format.

BDC_1198

The object is inactive: ${paramName0}, ${paramName1}.

BDC_1199

Object already exists: ${paramName0}.

BDC_1200

The accounting software cannot be changed.

BDC_1201

The logged in user cannot be deleted.

BDC_1202

Cannot delete the user because the user is a approval policy approver.

BDC_1203

Cannot delete the user because the user has outstanding bills to be approved.

BDC_1204

Invoice total amount cannot be negative: ${paramName0}

BDC_1205

No data found for object with id ${paramName0}.

BDC_1206

Username already exists: ${paramName0}.

BDC_1207

All the line items should be in a list format.

BDC_1208

Each set of line item data should be in a map format.

BDC_1209

Cannot delete the user for the following reasons: ${paramName0}.

BDC_1210

Access restricted.

BDC_1211

Integration id '${paramName0}' which belongs to the object id ${paramName1} does not match the integration id '${paramName2}' specified in the data.

BDC_1212

Bill is not found :${paramName0}.

BDC_1213

The bill vendor does not match the payment vendor: ${paramName0}.

BDC_1214

Bill is not active: ${paramName0}.

BDC-1215

Vendor Credit is not found: ${paramName0}.

BDC_1216

Vendor Credit must be applied to a bill that is being paid: ${paramName0}.

BDC_1217

The Vendor Credit vendor does not match the bill vendor: ${paramName0}.

BDC_1218

Vendor Credit is not active: ${paramName0}.

BDC_1219

Payment is not found.

BDC_1220

Payment to be voided is an online payment.

BDC_1221

Payment amount cannot be negative.

BDC_1222

Customer is not found : ${paramName0}.

BDC_1223

Invalid payment type.

BDC_1224

Invoice is not found.

BDC_1225

The invoice customer does not match the payment customer.

BDC_1226

Invoice is not active.

BDC_1227

Cannot overpay an invoice.

BDC_1228

Payment amount must be greater than or equal to the invoice payment total.

BDC_1229

Payment is not in paid status: ${paramName0}.

BDC_1231

Cannot specify an organization id request parameter when performing an operation on an organization.

BDC_1232

Cannot modify the object since BDC is the master: ${paramName0}.

BDC_1233

The vendor is not eligible to setup an epayment either because there is a pending vendor invite, a pending bank account, the vendor is already setup for epayment or the vendor is an international vendor.

BDC_1234

The user is already an approver on this policy.

BDC_1235

The data sent in the request exceeds the maximum allowed.

BDC_1236

Cannot specify an organization id when performing this action.

BDC_1237

User is not an authorized approver: ${paramName0}

BDC_1238

Entity ${paramName0} does not match the entity specified by id: ${paramName1}.

BDC_1239

The data at each index in the bulk array must be for the same entity and must match the entity in the url for CRUD operations.

BDC_1240

Email already exists: ${paramName0}.

BDC_1241

Error processing bulk request.

BDC_1242

Cannot deactivate the bank account because it is not active or not verified or the user does not have valid permissions.

BDC_1243

Searching on ${paramName0} not allowed.

BDC_1244

Error occurred during search: ${paramName0}

BDC_1245

Cannot modify the object since the master is unknown: ${paramName0}.

BDC_1246

Changes were rollback due to other failures within this transaction.

BDC_1247

This bill cannot be paid because it violates approval policies: ${paramName0}.

BDC_1248

Vendor credits cannot be applied to this bill because the bill violates approval policies.

BDC_1249

Specify at least one bill to pay.

BDC_1250

Bill credit amount of ${paramName0} cannot be greater than available amount of ${paramName1}.

BDC_1251

Bill credit amount of ${paramName0} is invalid. Must be greater than $0.00.

BDC_1252

Bill credit cannot be applied to a bill that is already paid: ${paramName0}.

BDC_1253

Total bill credit of ${paramName0} applied is greater than the bill balance of ${paramName1}.

BDC_1254

Maximum number of bill pays or bill credits reached. Maximum allowed: ${paramName0}.

BDC_1255

Either provide to email addresses parameter value or set the customer email address for customer: ${paramName0}.

BDC_1256

Either the object id is required or the integration id with the entity type are required, but not both.

BDC_1257

Invalid purge entity: ${paramName0}.

BDC_1258

The integration id ${paramName0} does not exist for the entity.

BDC_1259

The number of line items exceeded the maximum size of ${paramName0}.

BDC_1260

Please use a correct API end point for the organization.

BDC_1261

Please specify a valid customer Id or a customer name to create new customer to get paid, but not both.

BDC_1262

The organization profile requested can not be found.

BDC_1263

The relationship status is not supported

BDC_1264

There is an error processing the request, please try again later

BDC_1265

Operation not allowed for own organization

BDC_1266

The bill has already been approved or denied.

BDC_1267

Vendor credit has already been approved or denied .

BDC_1268

User is not the right state to approve or deny.

BDC_1269

Invalid value for '${paramName0}'. Enter a whole number between ${paramName1} and ${paramName2}.

BDC_1270

Invalid value for '${paramName0}'. Must be either today or later.

BDC_1271

Invalid value for '${paramName0}'. Enter a date greater than or equal to the '${paramName1}' or pass in null.

BDC_1272

Convenience fee cannot be charged : ${paramName0}

BDC_1273

Customer not authorized to be charged directly : ${paramName0}

BDC_1274

Failed to charge customer : ${paramName0}

BDC_1275

Customer bank account not found : ${paramName0}

BDC_1276

Please only specify total amount, or a list of individual invoices to pay

BDC_1277

Customer must have a valid address.

BDC_1278

Customer must agree to the Bill Payment Terms of Service.

BDC_1279

Invalid action based on approval policies.

BDC_1280

Must specify either the vendor Id or customer Id to invite

BDC_1281

The Payment Network Id (pnId) is required

BDC_1282

Invalid system status for invite to reconnect org: No existing network relationship

BDC_1283

Your organization cannot connect to get paid through the Network.

BDC_1284

This organization cannot pay other organization yet. Please upgrade your account.

BDC_1285

A valid organization id parameter must be provided along with the user id to perform this request: ${paramName0}.

BDC_1286

User id is not allowed for this request.

BDC_1287

Access restricted.

BDC_1288

Missing voidRequestType for voiding an online payment.

BDC_1289

Missing the reason for voiding an online payment.

BDC_1290

Payment detail is not found.

BDC_1291

Payment is not in scheduled status.

BDC_1292

Can't void the payment at this moment because the payment funding process is in progress. Please try again once the funding process is over.

BDC_1293

Out-dated payment network connection status, please retry after refresh. Reason: ${paramName0}

BDC_1294

Duplicate entity ${paramName0} passed in.

BDC_1295

Maximum number of ids reached. Please limit to ${paramName0}.

BDC_1296

Vendor is not linked: ${paramName0}.

BDC_1297

Account number(${paramName0}) does not match the one saved in vendor(${paramName1}).

BDC_1298

Payment is not a check payment: ${paramName0}.

BDC_1299

Payment is not an online payment: ${paramName0}.

BDC_1300

Payment check information is not available: ${paramName0}.

BDC_1301

Payment check image data is not available: ${paramName0}.

BDC_1302

The entity type of id ${paramName0} does not match any of the expected entity types: ${paramName1}.

BDC_1303

Maximum number of ${paramName0} to email addresses value exceeded, actual count: ${paramName1}.

BDC_1304

Invalid email addresses: ${paramName0}.

BDC_1305

Maximum ${paramName0} size exceeded, actual count: ${paramName1}.

BDC_1306

Maximum ${paramName0} size exceeded, actual count: ${paramName1}.

BDC_1307

Provide both subject and body together or not at all.

BDC_1308

Current user must be a valid app user in order to send a copy of the invoice email.

BDC_1309

Provide a valid and active user in ${paramName0} or configure the receivables email template.

BDC_1310

Provide a valid subject in ${paramName0} or configure the receivables email template.

BDC_1311

Provide a valid body in ${paramName0} or configure the receivables email template.

BDC_1312

The entity type ${paramName0} does not match any of the expected entity types: ${paramName1}.

BDC_1313

There's already a void request for this payment.

BDC_1314

Payment is not voidable: ${paramName0}.

BDC_1315

Remittance information is invalid.

BDC_1316

Cannot update remittance in payment that is being processed.

BDC_1317

Customer is not linked: ${paramName0}.

BDC_1318

Customer is not active: ${paramName0}.

BDC_1319

Invalid integrationId.

BDC_1320

Credit memo total amount has to be positive.

BDC_1321

${paramName0} must be ${paramName1} to set ${paramName2} to ${paramName3}.

BDC_1322

Max number of concurrent requests per organization reached.

BDC_1323

This vendor is not able to receive ePayments from a Basic Payables account. To pay this vendor, contact Customer Support to upgrade.

BDC_1324

This vendor is unable to receive ePayments, because their bank account is not setup correctly. Please contact your vendor and request that they complete account setup.

BDC_1325

This vendor is not able to receive ePayments from a Basic Payables account. To pay this vendor, contact Customer Support to upgrade.

BDC_1326

Sync is not connected

BDC_1327

Sync could not start. Reason: ${paramName0}

BDC_1328

Sync is already running.

BDC_1329

Cannot make account primary. Bank account is not active and/or verified.

BDC_1330

This vendor is RPPS vendor and is not allowed to receive ePayments from a Basic Payables account. To pay this vendor, contact Customer Support to upgrade

BDC_1331

Missing required data for: ${paramName0} if ${paramName1} is false

BDC_1332

Cannot send via US Mail now because customer mailing address is incomplete. Update the customer address with a valid US address and try again.

BDC_1333

Cannot send via US Mail now because customer mailing address is a Non US address.

BDC_1334

Maximum log file size exceeded of ${paramName0} mb.

BDC_1335

Organization address and/or phone missing.

BDC_1336

User for a profile type which belongs to the ${paramName0} group is not allowed to be created or modified.

BDC_1337

Organization has reached its user limit

BDC_1338

User cannot be updated because the terms of service have not been accepted. Login to our website to accept the terms of service.

BDC_1339

Invalid request. Check query string parameters.

BDC_1340

HTTP Method not supported.

BDC_1341

Price Plan is inactive. Cannot assign to organization.

BDC_1342

Price Plan does not exist.

BDC_1343

Cannot downgrade price plan via API. Request customer to contact customer support for assistance.

BDC_1344

Price Plan Type is missing.

BDC_1345

The selected price plan is invalid or does not exist

BDC_1346

Maximum request size exceeded.

BDC_1347

Business Object Loaded is NULL

BDC_1348

Both payer and vendor side are not verified

BDC_1349

Terms of service not accepted.

BDC_1350

User's identity has not been verified.

BDC_1351

Invalid field: ${paramName0}.

BDC_1352

Duplicate field: ${paramName0}.

BDC_1353

Vendor credit amount must be greater than zero.

BDC_1354

Specified MFA phone is not setup or is invalid.

BDC_1355

Unable to send MFA token.

BDC_1356

MFA token has expired.

BDC_1357

MFA token response is incorrect.

BDC_1358

MFA too many token response attempts.

BDC_1359

Upgrade not allowed.

BDC_1360

Price Plan is inactive.

BDC_1361

Untrusted session.

BDC_1362

Plaid data retrieval error.

BDC_1363

Missing compliance data.

BDC_1364

Bank Account Verification Failed.

BDC_4000

Found multiple objects by search without integrationId: ${paramName0}.

BDC_4001

Found multiple objects by search with integrationId: ${paramName0}.

BDC_4002

Not an Xero org.

BDC_4003

Token renewal failed.

BDC_5001

There is a pending invitation for the ${paramName0}.

BDC_5002

The invitation is not valid for ${paramName0} and ${paramName1}.

BDC_5003

Invalid network connection state.

BDC_5101

Invalid object id: {0}

BDC_5102

You cannot send an empty note

BDC_5103

Note cannot exceed 4000 characters

BDC_5104

Cannot send public message as the objects are not connected in network

BDC_5105

You do not have the necessary credentials to perform this task

BDC_5106

Cannot send/list messages on this object: {0}

BDC_5200

Invalid Customer ID!

BDC_5201

Invalid Org ID!

BDC_5202

Invalid Login!

BDC_5203

Server Error!

BDC_5204

Permission Denied!

BDC_5205

Connection TimeOut!

BDC_5206

Invalid Field!

BDC_5207

Failing Portal Password Standard

BDC_5208

BP Org Exists

BDC_5209

Remote BP service Failed to Connect Invitee As Recipient

BDC_5210

Failed to Create Invitee NRR

BDC_5211

Org Not BPEnabled

BDC_5212

User Cannot Manage Network

BDC_5213

User Cannot Edit Org

BDC_5214

Only Paid Receivable Account Can Print/Mail Invoice

BDC_5215

Before we can mail your invoices, add a bank account for receiving payments.

BDC_5310

You already have a device with this name.

OVERVIEW

If you pay 1099 vendors, you need to set up the vendors and accounts so the bill payments get synced correctly to Sage Intacct.

Set up your 1099 vendors in Sage Intacct or set the 1099 field inSage Intacct (the 1099 flag is one-way sync fromSage Intacct to Bill.com).

Sign in to your Bill.com account

In the upper right, hover over the gear icon. Then click Settings

On the Settings page, under Accounting, click Chart of Accounts

We show your Chart of Accounts, synced fromSage Intacct.

For each 1099 category you report to the IRS, set the account you use to track 1099 vendor payments:

Click the Name of the account

On the Chart of Accounts page, click the edit icon

Choose the 1099 category

Click Save

Repeat for each account you use to track 1099 vendor payments

For all 1099 vendors, the bill line items associated with an account marked as 1099 will be synced toSage Intacct accordingly (the form 1099 is set to true inSage Intacct for the line item). Therefore, inSage Intacct, you can generate reports for your 1099 vendors.

OVERVIEW

If you use QuickBooks for Windows, QuickBooks Online, orSage Intacct, you can associate bills with jobs. Currently, this functionality is not available if you use Oracle NetSuite or Xero.

To show jobs when you're editing or paying bills in Bill.com:

In the upper right, hover over the gear iconandclick Settings

On the Overview page, under Accounting, click Preferences

On the Accounting Preferences page, click the Edit icon

QuickBooks for Windows and QuickBooks Online: For Use Customers/Jobs in Payables, choose Yes

Sage Intacct: For UseSage Intacct Dimensions in Payables, choose Yes for use Projects

Click Save

You will now be able to select Jobs and billable status when creating new bills, or editing existing ones.

If a customer has provided their bank account information to you, it can be manuallyadded to the Customer's record.

Add bank account

Hover over RECEIVABLES, click on CUSTOMERSand locate the customer

Under Auto Pay Info, next to Payments click Payments Setup

Select Authorized

Click SAVE & ADD BANK ACCOUNT

Click ADD ACCOUNT

Fill in all required fields and selectMy Customer has agreed to the Bill Payment Terms of Service

Click SAVE

Bill.com will initiateatest transaction to the bank account, which will arrive within 1-3 banking days after the bank account is entered.

The description line on the test transaction debit and credit will have the company name, followed by Bill.com.

The amount is less than $1.

If either the debit or credit fails, the bank account will automatically be inactivated.

If bank information was entered incorrectly the bank account will need to be added again, a bank account can not be edited once saved.

Resources

Getting signed authorization from customers

Storing Credit Card Receipts

Send each credit card receipt to theBill.com Inbox

In the Inbox, on each credit card receipt, click Create a New Bill

In the Bill details, enter information about the receipt and click Save

Note:If another userhandles bill payments: in "Notes to payers/approvers" field, alert payer to mark billas already paid (even though it hasn't actually been paid yet)

Go to Payables > Pay

Select the bill for the credit card receipt

At the bottom of the page, select"Mark as already paid" then click Next

On the "Enter Any Extra Details" page, choose a credit card GL account (for thePayment Account)

Click Save

Next time sync is initiated, these credit card transactions will be posted directly to the credit card account in theaccounting software.

Recording Bills Paid via Credit Card

Send the credit card bill to theBill.com Inbox

In the Inbox, on the credit card bill, click Create a New Bill

In the Bill details, enter information about the credit card bill

Code the bill, selecting the credit card account that has beendesignatedfor credit card receipts

Click Save

Go to Payables > Pay

Select the credit card bill

Pay the bill via Bill.com (set up ePayment with thecredit card provider, who is available in the Bill.com electronic payments directory)

Next time sync is initiated, this bill payment will balance the receipts in the credit card account in theaccounting software.

To pay bills or get paid using Bill.com, a bank account will need to be added.

Bank account setup differs depending on the type of Bill.com:

Advanced (monthly subscription)

Basic (free)

Advanced (monthly subscription)

You must havePay bills via Bill.com permissions to add a bank account to Bill.com.By default, the Administrator of theBill.com account has this permission, as do any Payers.

Hover over the gear icon,click Settings

Under Your Company, click Bank Accounts

Click Set up new bank,the bank account wizard (6 steps) will display.

Confirm signing authority orpermission to authorize transactions on the account

Identity Verification:

IMPORTANT: Make sure to use your legal name, and home address (usually the one that appears on your Driver's License). If the name you have entered in Bill.com isn't your legal name, clickUpdate my legal name. You'll be returned to this page after making changes.

For your security, we'll ask you a short series of questions from information on the public record to verify your identity, beginning with your name and address.

ClickLink your bank account Completing bank account verification

The bank account information can be added manually as well, clickenter your bank info manually. This process takes a little longer (2-3 banking days), and requires us to make a micro-deposit to the bank account, to verify it can process ACH payments. Verify the micro-deposit amount in 2-3 banking days tocomplete bank account setup. Learn more here: Manual bank account entry - verifying your bank account

Click your bank name, or search if your bank isn't listed

Enter your online banking login credentials

If using Multi-Factor Authentication with online banking, it will be presented here. Follow the prompts on the screen.

ClickContinue

Select the accounts to use with Bill.com. Add thecategory (Business or Personal) andname on the account for each.

Note:If Company Owner, Tax ID/Tax ID Type, Industry and Business Type have not been provided already, enter it here. This is requiredby financial regulations.

ClickSave. The bank account is ready to use with Bill.com!

Things to know

An email will be sent to all Administrator users on the Bill.com account when a NEW bank account is added

Once the bank account is active, the bank-authorized usercan nominate other usersto become authorized in order to pay bills.

Basic accounts (free)

Click the gear icon

Under Your Company, click Bank Accounts

Click Set up new bank

Enter bank account details

Click Continue

Things to Know

An email will be sent to all Administrator users on the Bill.com account when a NEW bank account is added

There is no limit to the number of bank accounts that can be added to Bill.com

Resources

Bill.com System Security

Adding a new user to the bank account

Set up policies to require approvers for any bill or vendor credit, based on the dollar amount. Require a minimum number of approvers, specific approvers, or both.

If the person entering a bill or vendor credit fails to assign the required approvers, we stop them and show the name of the policy.

Create a new policy

Hover over the gear icon, and then click Settings

UnderPayables, click BillApprovals

UnderPolicies, clickNew

On the New Policy page, setthe following:

For: select Bills or Vendor Credits

Greater Than or Equal To: enter a dollar amount

# of Approvers: enter the minimum number of people who must be assigned to each bill

Mandatory: choose people who absolutely must approve

The order of approvers assigned to a bill must match the order of this list

Click Save

Edit an existing approval policy

Hover over the gear icon, and then click Settings

Under Payables, click BillApprovals

Click the name of the approval policyto be edited

Click the edit icon

Make necessary changes, and then click Save

Things to know

Allapprovers listed on a bill must approve the bill for it to be considered "Approved" and the bill must be approved in the order of the listed approvers

The order of approvers assigned to a bill must match the order of the mandatory approvers listed within any policy

The mandatory approver list order should match the default approver list order

Editing or deleting a policy will not apply retroactively to previously created bills/vendor credits and will only apply to future bills/vendor credits

Multi currency bills will be subject to approval policies based on the foreign currency's $USD equivalent determined by the exchange rate at the time of the bill creation

A backup copy of your data can be requested and shipped via DVDthat contains bill documents, cancelled checks, and the vendor and company documents thathave been processed in Bill.com.

Cost and shipping

The cost is $50 per Bill.com account for records on DVD and the order typically ships within 14 business days of a request. Whenthe DVD order is received, acharge is processedto thecredit card associated with your Bill.com account.

We ship the DVD via USPS, once the DVD is shipped, we send you a tracking number. If the tracking status on USPS website is "Pre-shipment" it will take 2-3 business day before the DVD should be received.

How to order

To request the DVD, an administrator on theBill.com account submitsa request throughtheSupport Center:

Clickemail icon to send us an email

Include the company name(s), date range requested, and your shipping address in the request.

To make sure the information on your DVD is correct:

Process all documents in your Bill.com Inbox

Confirm that all check payments have cleared

Confirm that thecheck images have been uploaded to your Bill.com account

What is included

The following sections are sorted in a .zip file by create date:

Company Documents: Original File, Created Date, Name (in the original format it was uploaded)

Vendor & Customer Documents: Original File, Created Date, Vendor Name, Name(in the original format it was uploaded)

Vendor & Customer Bills & Invoices: Original File, Created Date, Vendor, Invoice Number, Amount(in the original format it was uploaded)

Vendor Credits: Original File, Created Date, Vendor, Ref Number, Amount(in the original format it was uploaded)

Checks: Vendor Name, Payment Amount, Check Number, Check Date (in PDF format)

How it is presented on DVD:

To access the information on the DVD, a randomly generated password is included in the original DVD request ticket, and emailed to the requesting Administrator when the DVD is shipped

Files are sent in compressed .zip files, you will need a program that can open those types of files

One Folder for Documents

One Folder for Cleared Checks

Index (searchable links to documents)

You can use our award-winning mobile app to scan documents directly to your Bill.com Inbox! It's easy as pie.

Open the Bill.com app, and tap the plus sign in the top right corner

Tap Upload a Document

Take a picture of the document

For a multi-page document select the multi-page option

Take a picture of each document

TapUpload to inbox

Or click More for additional options

About UploadAttachment

Documents can be uploaded to organization's Bill.com Inbox. The API can associate documents with bills, vendor credits, invoices, bill payments, invoice payments, vendors, customers, or chart of account.

When uploaded to Inbox, Bill.com automatically processes the document. If Bill.com object ID is passed, the document is attached to that object on upload. If no "Id", the document is uploaded to the Bill.com Inbox. The documentUploadedId is returned. This document ID is required in order toGetDocumentPages

On Bill.com UI, common file formats can be viewed (i.e., Microsoft Office, PDF, text and some image files).

To upload a file to Bill.com Inbox or to attach a document to an object, set content-type tomultipart/form-data(RFC 1867). API User must have permissions to either Use Inbox, View & Manage Company Info or Approve Bills/ Vendor Credits.

When uploaded, the document is attached to the specified object.

The file MUST be less than 20 MB.

The uploaded file extension that is passed MUST match the actual file extension.

If object id is invalid, an error is returned and the document is not uploaded.

Single or Multi-page documents can only be associated with a single specified object ID.

Example

Request

<API_URL_EndPoint>/UploadAttachment.json

Request format

POST UploadAttachment.json HTTP/1.1

Host: api.bill.com

Cache-Control: no-cache

Content-Type: multipart/form-data; boundary=----WebKitFormBoundary7MA4YWxkTrZu0gW

----WebKitFormBoundary7MA4YWxkTrZu0gW

Content-Disposition: form-data; name="devKey"

YOUR_DEV_KEY

----WebKitFormBoundary7MA4YWxkTrZu0gW

Content-Disposition: form-data; name="sessionId"

YOUR_SESSION_ID

----WebKitFormBoundary7MA4YWxkTrZu0gW

Content-Disposition: form-data; name="file"; filename="invoice.pdf"

Content-Type: application/pdf

YOUR_FILE_BINARY

----WebKitFormBoundary7MA4YWxkTrZu0gW

Content-Disposition: form-data; name="data"

{"id":"","fileName":"newinvoice.pdf"}

----WebKitFormBoundary7MA4YWxkTrZu0gW

Response

{

"response_status" : 0,

"response_message" : "Success",

"response_data" : {

"documentUploadedId" : "0du01MDBVGXJQUF1e4ab"

}

}

Resources

GetDocumentPages

Parameters

Request parameters

Field name

Description

Required?

id

Object Id to associate document. If document upload is to Bill.com Inbox, do NOT pass this field.

N

fileName

Name of file uploaded. Note: actual file extension must match entered file extension.

Y

multipart/form-data request parameters

Field name

Description

Required?

file

Binary content of file uploaded. Do not use Base64 encoding.

Y

To use a different bank account to pay bills, first add a new bank account.

If you no longer need to use the original account:

Hover over the gear icon, and then clickSettings

UnderYour Account, clickBank Accounts

Click the bank account you no longer need

Clickto deactivate.

If you may still need to use that account, simply select it from the drop-down menu of available bank accounts when paying bills:

Reduce the need to keep paper copies of bills by uploading them tothe inbox. Create the bill with the document for easy reference. When the payment gets sent(not combined with other payments) the first page of the document will be included on the bill stub to make it easy for the vendor to process thepayment.

Steps

Once a bill has been sent or uploaded to theInbox:

Click the Inbox tab

Locate the document

Under "Create a New", click Bill

On the Bill details page, enter details, such as:

Vendor- the company or personto be paid

Invoice Number - any numbers or letters to help thevendor identify the bill

Invoice Date - the day the vendor created the invoice

Payment Terms - how soon thevendor expects payment

Due Date - specific day thevendor expects payment (filled automatically if Payment Terms have already been selected)

Account - details about the expense or other type of account applicable to the purchase or service received

Item - details about the product or service thevendoris invoicing

Approvers- the users who need to approve the bill for payment

Click Save

If there is more than one page to the bill, or more than one bill has been uploaded at a time:

Follow steps 1and 2 above

If the bill is more than one page, use the arrows to navigate through the pages and associate the appropriate ones

If all pages are to be associated to the same bill, choose the "Select All" option above the document or check the "Include all remaining pages" box in the bill summary

If the document includes multiple bills, choose "Save & Next Item" to continue to create bills from documents

Resources

Entering a bill without a document

What a network vendor sees when a bill is created

In the case that there are bills to be paid on a regular basis, Bill.com provides the option to have these recurring bills automatically created. If there isa document that goes with it, simply attach the document from the inbox after the recurring bill is created each month. See the resource link below for instructions.

Setting up recurring bills

Hover over Payables, and then click Recurring Bills

Click New

Enter the schedule information for therecurring bill:

What a network vendor sees when a bill is created The end date should be at least one day after the datethat the last bill should be created

Next Due Date: The due date for the next bill to be created for this vendor

Create: How many days in advance the bill should be created. By default this is set to 30, however, enter any value between 1 and 365 is accepted

Frequency: How oftenthe bill should be created

Ends On: Enter a date to stop scheduling this recurring bill, or select No End Date.

Enter the bill information:

Account: The account used for coding the bill

Amount: Enter the total bill amount if there are no splits, otherwise, click "+ More"

Description: More details about the line item

Vendor: Select the vendor for the bill. Select an existing vendor, or select Add New to quickly enter a new one

Description: Add more details for theapprovers. This field isn't required, but filling it out may be good practice

Line Items - for more splits/line items, click "+ More"

Approvers: Select the required approvers, if applicable. To add more than two approvers, click "+ Add More Approvers"

Click Save

On the specified date, the recurring bill will be created with an invoice number that matches the bill due date. Any bills that arespecified to be created today or earlier will be created within the next 30 minutes.

Things to know

Recurring bills do not include automatic payment of bills

Resources

Associate a document with an existing bill

Winmail.dat files are created by Outlook and can strip attachments from your email.

To prevent Outlook from attaching winmail.dat when you send an email:

Click File in Outlook

Select Options

Go to the Mail category

Ensure HTML or Plain Text is selected for Compose messages in this formatunder Compose messages

Ensure Convert to HTML format or Convert to Plain Text format is selected for When sending messages in Rich Text format to Internet recipientsunder Message format

Click Ok

To prevent winmail.dat attachments in Outlook 2002-2007:

Select Tools | Options... from the menu

Go to the Mail Format tab

Ensure either HTML or Plain Text is selected under Compose in this message format

Click Internet Format

Ensure either Convert to Plain Text format or Convert to HTML format is selected under When sending Outlook Rich Text messages to Internet recipients, use this format:

Click Ok

Click Ok again

To disable Winmail.dat from still going to particular addresses regardless of default setting

In the most recent versions of Outlook, make sure the email address is not in your Outlook Contacts

Outlook 2016 currently does not offer a way to change sending preferences for email addresses that are assigned to an address book entry.

Open an email from the desired email address or start a new message to that address

Click on the address with the right mouse button

Select Outlook Propertiesfrom the menu that appears

In Outlook 2007-13

Search for the desired contact in your Outlook Contacts

Double-click the contact's email address

Alternatively, click on the desired email address with the right mouse button and select Open Outlook Properties... or Outlook Properties... from the menu

Make sure either Let Outlook decide the best sending format or Send Plain Text only is selected under Internet format

Click Ok

Additionally, in all versions of Outlook, you can disable TNEF completely, which will allow the attachments to be sent correctly.

In Outlook, from the Tools menu, click Options Mail Format

In the "Send in this message format" list, click Plain Text or HTML

Click Ok

OVERVIEW

If a userhas exceeded 10 unsuccessful login attempts, the system will lock that userout of theiraccount.

SOLUTION

Reset password to unlock theBill.com account:

On the Bill.com Login Page, enter theemail address used to log in, and click Forgot Password. An email will be sent to this email address. Click the link in the email, and user will be redirected to enter a new password.