Bill.com Walkthrough Video
Bill.com - Getting Started
Processing invoices with Bill.com
There are 4 steps to paying bills via Bill.com :
1. Capture – The synagogue, or the synagogue’s vendors, sends invoices to your dedicated Bill.com email:
[client acronym]KESEF@bill.com
Documents MUST be in PDF format.
2. Approve Invoices– Once invoices are added to Bill.com, invoices are routed to the synagogue approvers, who will receive an e-mail when invoices are available for approval. – click here to view a quick video about how to approve invoices see the process here.
3. Payment of Bills – Once the synagogue approves invoices, the Kesef AP team will initiate the vendor payments for approved invoices.
4. Syncing to QB - Invoices are synced to QuickBooks for accurate bookkeeping.
FAQ
Will Kesef still be using FIS for invoice payment?
Which functions on Bill will Kesef clients be responsible for operating? Invoice uploads, Approvals, Payments?
Where will we send invoices now?
Once we are transitioned to bill.com, will we be able to look at history in the Safe?
What will the new pricing be?
If I have multiple bills to send in do I still scan them into one PDF and code them?
How are our vendors paid in Bill.com?
Can I approve invoices on a mobile device?
How do I see who approved an invoice?
What does the new user interface look like for approving invoices and entering GL codes
How do I manage my e-mails and notifications?
How do I see my unpaid bills tab?
How do I change my time zone?
Can I have custom approvals?
Can I have the same person in two groups?
What should I do with prepaid invoices now?
What reports can I pull from Bill.com?
Can I make an approval group have something like “2/3 approvers in a group must approve an invoice before processing”
How do I setup vendors on ACH?
Will the approval for ACH act the same as it does with Check Approval?
What do we do about accounts that do not have an e-mail associated with them. We want to pay them via e-payment
How do we indicate which GL to code the invoice to?
How can we change GL codes on an invoice we are approving?
Is there a separate approval for payment vs invoice?
If I put 3 people into the approval chain, does each one have to approve each invoice?
If our bank requires two signers how does that work in bill.com?
How does Positive Pay work?
How do I tell the AP team when something is not right on an invoice? (how to add a note)
Q: Will Kesef still be using FIS for invoice payment?
A: Kesef will not be using FIS anymore. All payments will be made from Bill.com
Q: Which functions on Bill will Kesef clients be responsible for operating? Invoice uploads, Approvals, Payments?
A: Kesef clients will be responsible for: Sending their invoices to their dedicated bill.com e-mail address. Advising vendors to send invoices to this new e-mail address. Vendor management of payment method - if you would like to start paying vendors via e-payment. More information on this here. Approving invoices once invoices are processed
Q: Where will we send invoices now?
A: [acronym]kesef@bill.com
Q: Once we are transitioned to Bill.com, will we be able to look at history in the Safe?
A: We will send out more information on where the SAFE history will be stored. Until then, you will have access to look at history in SAFE until 12/31/2023.
Q: What will the new pricing be?
A: The Paperless Processing Fee in your contract will continue to cover the Bill.com console, users, and maintenance. Check and ACH charges will continue to be billed, monthly, by Kesef. Checks are $1.69 each and ACH payments are $0.49. We encourage you to start paying as many invoices as possible via ACH for reduced cost and quicker receipt of payment.
More details on payment status' can be found here
Q: If I have multiple bills to send in do I still scan them into one PDF and code them?
A: Yes you can scan multiple bills and send them in one PDF and code them (to the bill.com email). You can also send in multiple PDFs in the same email.
Q:How are our vendors paid in Bill.com?
A: Vendors can be paid via ACH or Check. Once invoices are in the 'scheduled payment' status (after approval), the funds for the total amount of invoices to be paid will be withdrawn from your bank account to pay the invoices. Bill.com uses these funds to then pay your invoices. ACH is paid the next business day, while checks vary based on USPS timing.
More information on payment status can be found here
Q: Can I approve invoices on a mobile device?
A: Yes, please click on your device below to view the process and procedures.
iOS Mobile App: Approving and denying bills
Android Mobile App: Approving and denying bills
Q: What does the new user interface look like for approving invoices and entering GL codes?
Q: How do I see who approved an invoice?
A: Click here to view the audit trail for a bill. Bill Approval Audit report
Q: How do I manage my e-mails and notifications?
A: Click here for more information. Email preferences and notifications
Q: How do I see my unpaid bills tab?
A: Click here for more information. Unpaid Bills tab
Q: How do I change my time zone?
A: Click here for more information. User time management
Q: Can I have custom approvals?
A: BILL offers custom approval customizations to help you maintain separation of duties and reduce potential fraud by allowing you to control which bills need approval, by whom, and when, based on business need.
Q: Can I have the same person in two groups?
A: Yes, but that same person could technically approve for more than one group. If you wanted to do this, you would want an internal rule that tells that person to only approve one time per invoice. I also recommend having a person outside of those groups that will also approve, as a check and balance.
Q: What should I do with prepaid invoices now?
A: All invoices (including prepaid invoices) should be sent to the bill.com email. They should include "PREPAID" either in the subject line of the email AND on the invoice itself.
Q: What reports can I pull from Bill.com?
Q: Can I make an approval group have something like “2/3 approvers in a group must approve an invoice before processing”
A: Unfortunately, no. We would need to do a work around for this use case.
Q: How do I setup vendors on ACH?
A: Here is an article on how to connect a vendor and set them up for e-payments (you might want to jump to screenshot 1 below)
If your vendors have any questions about this process, you can send them this link :
How your invited vendors set up their account.
SCREENSHOT 1
Q: Will the approval for ACH act the same as it does with Check Approval?
A: Yes, the final approver will approve the PAYMENT - this includes ACH and Check payments.
Q: What do we do about accounts that do not have an e-mail associated with them. We want to pay them via e-payment.
A: The vendor accounts that do not have an e-mail associated to them will continue to be paid via check. You would have to contact the vendors (and obtain an e-mail) if you would like them to get paid via ACH. There is also an option to enter their banking information manually in bill.com
Q: How do we indicate which GL to code the invoice to?
A: You will include this information on the invoice itself. Alternatively, you can utilize the "notes" section on the invoice and tag your Account Specialist letting them know what GL you would like to use.
Q: How can we change GL codes on an invoice we are approving?
Please utilize the "notes" section on the invoice and tag your Account Specialist letting them know what GL you would like to use.
Q: Is there a separate approval for payment vs invoice?
No, it is one in the same. The final approver will be the one who signifies the invoice is ready to be paid. For example, if you only have one approval "group", then this one approval will be approving the invoice AND the payment in one.
Q: If I put 3 people into the approval chain, does each one have to approve each invoice?
It depends how you set it up. If each person was its own level then, yes. If the 3 people were in a "group" then we would only need one to approve per invoice.
Q: If our bank requires two signers how does that work in bill.com?
A: This is not a requirment in Bill.com. When an invoice has gone through all approvals, Kesef will process the invoice for payment. At this point, Bill.com will with draw the funds from your account (auto debit). After this step, Bill.com will release the payment using their own bank account and routing number (and their own positive pay system). Therefore you do not need to send your bank a list of checks anymore.
Q: How does Positive Pay work?
A: If you require positive pay, please reach out to your bank and provide them with the list below (Bill.com auto-debit numbers). This will allow Bill.com to auto-debit your account so it can make payments on your behalf.
Since the payments are made out of Bill.com account number/routing number, your current positive pay will not be utilized by Bill.com (they have their own positive pay system). Please let me know if you have any questions.
Our BILL Company ACH ID numbers are:
ACH ID #1: 2204895317
ACH ID #2: 1204895317
ACH ID #3: 3204895317
ACH ID #4: 4204895317
ACH ID #5: 8204895317
ACH ID #6: 1082689000
ACH ID #7: 6204895317
Q: How do I tell the AP team when something is not right on an invoice? (how to add a note)
A: When you notice something wrong on an invoice (ex: GL coding or amount), we ask that you add a NOTE to the invoice instead of emailing your AM or AP team. This allows us to keep all history on the invoice itself and makes it something that will be added to the audit log.
HOW TO ADD A NOTE: First, Select the bill you want to add a note to. Then, @mention the person to whom the note should be directed to and type the note. Finally, click ADD NOTE to save the note to the invoice. (see example below)
