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Manage your bank accounts

  • Updated

To pay bills or get paid using Bill.com, you must add a bank account to your Bill.com account. Additionally, whoever first adds a bank must add any other users who will schedule payments, and they each must verify their identity.

Requirements:

  • You should be a signer or have permission to authorize transactions on any bank accounts you add to your Bill.com account
  • It must be a US-based bank account
  • Users assigned the default Administrator and Payer roles can add bank accounts.
  • If you create custom roles for account users, you must select the Pay bills via Bill.com permission to allow them to add bank accounts.

If you need to edit or remove a vendor's bank account, please see the article Update or inactivate a vendor's bank information.

Jump to:

Managing your bank account in the mobile apps

Jump to:

Add a bank account with online banking

Adding your bank account using your online banking login credentials makes your bank account available for use immediately.

  1. Select Settings in your Bill.com account
  2. Select Bank Accounts under Your Company
  3. Select Set up new bank
  4. Select Continue
  5. If prompted, complete the identity verification process
    • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
    • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
    • Each user should complete their own verification, it isn't advised to try the verification for another user
  6. Select the bank name (or search for the bank)
    • Enter online banking login credentials and select Submit
    • If using Multi-Factor Authentication for online banking, follow the prompts
    • Select Continue
  7. Select the accounts to use with Bill.com, adding the category (Business or Personal) and name on the account for each and select Continue
    • If required additional compliance information hasn't been filled out previously, this step will also include completing those fields
  8. Select Get started

If you don't have the online banking credentials to add a bank through the online process, you can view the steps to add a bank manually in the next section below.

Adding a bank account with online banking Video Tutorial
  

Add a bank account manually

  1. Select Settings in your Bill.com account
  2. Select Bank Accounts under Your Company
  3. Select Set up new bank
  4. Select X to close the link your bank window
  5. Select Use account and routing number
  6. Enter bank account details and select Continue
  7. If your bank is eligible, we'll send the test deposit instantly, and you'll see the message We're making a small deposit to your account.
  8. Check your bank account for the test deposit and enter it, then select Verify.
    • You can also select I'll do this later if you want to verify the test deposit later. Complete the verification below in the Verify manual bank account entry with random deposit section if you select this option
  9. If your bank isn't eligible for the instant test deposit, wait for the test deposit to post in 1-2 days, then complete the verification below in the Verify manual bank account entry with random deposit section
  10. If prompted, complete the identity verification process
    • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
    • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
    • Each user should complete their own verification, it isn't advised to try the verification for another user

Verify manual bank account entry with random deposit

If you add a bank account to your Bill.com account manually, and it wasn't eligible for an instant test deposit, or you chose to verify later, you'll need to verify the bank account by entering the amount of the test deposit in Bill.com.

You must be logged in as the user who originally added the bank account to verify the test deposit. The test deposit will post the 1-2 business days after completing the verification process. Once the test deposit posts, you have 14 days to enter the amount following the steps below. After 14 days, you need to re-add the bank and send a new test deposit.

If your test deposit fails, please see the Invalid bank account notification section.

  1. In your to do list, select Finish bank account setup
  2. Enter the amount of the test deposit amount to the bank account
  3. Select Verify
    • If you don't see the to do list item, you can also access the verification screen from the bank account page.
  4. Select Settings
  5. Select Bank Accounts under Your Company
  6. Select the bank to verify, showing a Pending status under verification status
  7. Select Verify Account next to the pending verification status
  8. Enter the amount of the test deposit that posted to your bank account
  9. Select Verify

verify manual bank add deposit

You're now ready to use this verified bank account to pay and get paid!

Notes:

  • This only applies to advanced paid Bill.com accounts. Subscription free basic accounts will only receive a test deposit of 1 cent, which doesn't need manual verification, and won't be debited back from the bank account.
  • The test deposit will be a deposit and a withdrawal for a random amount less than $1.00, netting to $0
  • Check the bank account for the deposit amount of the deposit or the withdrawal, noted by the description line of the company name and Bill.com on the bank statement

Verify your identity

The Identity Verification process is a security feature that protects our customers and their finances. We take the security of our customers' bank accounts very seriously, as well as having federally regulated due diligence we must complete when it comes to verifying identities and authorizing money movement for accounts.

How verification works

We’ll ask you a series of questions about you that only you know the answers to. These questions are based on information pulled from the public record.

  • None of the information is saved but is simply used for verification
  • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
  • Each user should complete their own verification, it isn't advised to try the verification for another user
  • You will have 3 attempts to verify your identity online

If the system is unable to verify your identity online, you'll be prompted to upload documents for manual identity verification.

If you are currently outside of the US but need to add a US bank account to your Bill.com account, or don't have a US public record history, we offer the option to verify your identity through documents.

Invalid bank account notification

If a bank rejects an ePayment transaction or a test deposit when you add a bank account, the bank account is marked as invalid and inactivated in Bill.com. You'll need to check the reason code by following the steps below, and re-add the bank once you've addressed the issue based on the reason code, or add a different bank.

Details for why a bank account was invalidated

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number that displays Invalid under Verification Status
  4. Hover over Details and select Audit Trail

The bank return code is displayed under New Value, and often includes details explaining the code. This is the reason the bank provided for why the funds were rejected by the receiving bank.

We process ePayments via ACH (Automated Clearing House) and can't deposit to some accounts. For example, we can't deposit to accounts that don't accept ACH in CCD format. We send business bank to business bank files, which also work for personal accounts.

5 most common return codes

R01 - Insufficient Funds - the available balance isn't sufficient to cover the dollar amount of the debit entry

R02 - Account Closed - a previously active account has been closed by customer or customer's bank

R03 - No Account/Unable to Locate Account - the account structure is valid and passes editing process, but doesn't correspond to individual or isn't an open account.

R16 - The account and/or its funds are currently not available. Funds in bank account are unavailable due to action by RDFI (Receiving depository financial institution) or legal order

R29 - Corporate Customer Advises Not Authorized - RDFI has been notified by Receiver (non-consumer) that entry wasn't authorized.

If the bank return code reported isn't listed above or if you have questions regarding the return code displayed, please contact your bank's ACH department.

Add a user to a bank account

After your bank account is verified in your Bill.com account, you can nominate additional users to pay bills from that bank account in Bill.com. The nominated User must have the required Pay permissions, set by their Role, assigned before being nominated.

Roles with pay permissions include:

  • Payers
  • Administrators
  • Custom roles with at least the Pay approved bills via Bill.com setting enabled

Remove a user from a bank account

An authorized bank user can remove another user from bank access in Bill.com. This is useful for when an employee leaves the company or when a change in duties eliminates their need to access the bank account.

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number
  4. Select Details and choose Authorized Users
  5. Select Details under Authorization Status for the User whose access is being removed
  6. Select Remove Access
  7. Select Yes to confirm

Notes:

  • This process doesn't delete the user from the Bill.com account.
    • The user will still be able to log in, but will no longer be able to use the bank account that they've been removed from
    • If the user is on more than one bank account, repeat the steps for each bank
  • You must be an authorized user on the same bank account you are removing a user from, or the steps won't be available
  • User can't remove themselves from a bank account. To be removed, another bank User must complete these steps.
  • If the only person with access to a bank account in Bill.com is no longer with the company, contact Bill.com Customer Support by selecting Contact us at the top of this page. After completing an account verification process, the bank account can be deactivated. A current user can then add the bank account again.

Set a bank account as default

In Bill.com, you can add multiple bank accounts to send or receive payments. Only one bank account can be set as default for making payments, and only one bank account can be set as default for receiving payments. You can select different accounts for each, or the same account for both.

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number to set as default
  4. Select Make Primary next to Default To Get Paid and/or Default To Pay

Note: If you have already scheduled payments using a different bank account, this won't update those scheduled payments to the new default bank. If you'd like to change scheduled payments, you will need to cancel and reschedule.

Automatically nominate administrator users to a verified bank account

A Bank Authorized User can set the bank account to automatically nominate current and new Administrator Users to a verified bank account:

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number
  4. Select the edit icon
  5. Check the box Automatically Nominate Admins
  6. Select Save

Notes:

  • Nominated Users will need to complete identity verification
  • When a nomination is pending, an action item will be displayed to Complete your bank setup
  • When Automatically Nominate Admins is enabled, a new Administrator User added to the Bill.com account will automatically be nominated to use that bank account
  • Users with roles other than Administrator can be nominated individually, so long as the role has Pay permissions

Separate or combine debits and credits to your bank accounts

You can choose whether you'd like debits and credits to your bank account to show as consolidated for each day, or individually for each day on your bank statement.

  1. Select Settings in your Bill.com account
  2. Select Bank Accounts under Your Company
  3. Select the edit icon
  4. Select your bank statement preference for payables and receivables
  5. Select Save


separate or combine transaction bank setting


The change will take effect the next business day.

Change the name of a bank account

You can edit the name of the bank after you add it. If you have multiple bank accounts in your Bill.com account, it may be easier to manage the bank accounts by using nicknames. Only an authorized User on that bank account may make a change to the bank name.

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number
  4. Select the edit icon
  5. For Bank Name, enter a name for the bank account (a nickname or other clear identifier)
  6. Select Save

Edit a bank account

Once you add a bank account to a Bill.com account, you can make limited changes:

You can't edit the account or routing number, or delete the bank account information completely for auditing purposes. If you need to change the account or routing number, inactivate the bank account and re-add it.

Delete/inactivate a bank account

You must be verified on a bank account to inactivate it. You can't delete the bank account information completely for auditing purposes, but rest assured, it can't be used for payments once you've inactivated it.

  1. Select Settings
  2. Select Bank Accounts under Your Company
  3. Select the bank account number
  4. Select the trash can icon
  5. Check the box and select Confirm

Payments in process

  • Scheduled payments

    • When a bank account is inactivated, scheduled payments set to process from that bank account will be canceled
    • If a payment that processed from a bank account inactivated from Bill.com needs to be voided and reissued:
      • If the bank account is still open, even if the account has been inactivated in Bill.com, the funds will be returned to the issuing bank account
      • If the bank account is no longer open, the try to return the funds will fail. Users authorized on that bank account will receive an email notification to contact Customer Support to let us know which bank account to redirect the funds to.
        • The bank account to redirect funds to must be active in the Bill.com account

  • Receiving payments

    • Remittance information is locked when a payment processes, so when a new bank account is added to receive payments, any payments already in progress will continue as scheduled to the bank account that was set as Default To Get Paid at the time the payment was processed.
      • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule payment
    • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it's set as the Default To Get Paid

Missing compliance data error

If you get the error below, it is due to missing information on the company profile.

Missing compliance data error

To resolve:

  1. Select Settings
  2. Select Profile under Your Company
  3. Select Edit
  4. Fill out any empty fields
  5. Select Save

Things to know

  • We'll send an email to all Administrator Users on the Bill.com account when a bank account is added
  • Once your bank account is active/verified, any bank authorized User can nominate other users with pay permissions to be authorized to pay bills from the same bank account
  • Only US-based bank accounts can be added in Bill.com
  • There's no limit to the number of bank accounts that can be added
  • A bank authorized user can update the default bank to pay and to be paid from the Bank Accounts page

Add a bank account with online banking - iOS mobile app

  1. From the Home screen in your Bill.com app, select the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign (+) in the top right corner
  5. If prompted, complete the identity verification process
    • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
    • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
    • Each user should complete their own verification, it isn't advised to try the verification for another user
  6. Select Verify instantly
  7. Select Continue
  8. Select your bank name to select, or search in the search bar if you don't see your bank listed
  9. Enter your online banking login information, and select Submit
    • You may be prompted to complete 2-step verification, depending on your bank
  10. Select Continue
  11. Select the account you'd like to add, and enter the Account Holder Name
  12. Select Finish

Add a bank account with online banking - Android mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign +
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification, it isn't advised to try the verification for another user
  5. Select Verify instantly
  6. Select Continue
  7. Select your bank name to select, or search in the search bar if you don't see your bank listed
  8. Enter your online banking login information, and select Submit
  9. Select Continue
  10. Select the account you'd like to add, and enter the Account Holder Name
  11. Select Finish

If you don't have the online banking credentials to add a bank through the online process, you can view the steps to add a bank manually in the next section below.

Add a bank account manually - iOS mobile app

If you don't have online banking login credentials, or you don't want to add a bank that way, you can add a bank account manually.

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign (+)
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification, it isn't advised to try the verification for another user
  5. Select Verify in 1-2 business days
  6. Enter the details for the bank account - all fields are required
  7. Select Finish
  8. Select Confirm to confirm you have signing authority on the bank account
  9. Select I'm done
  10. Wait for the test deposit to post in 1-2 days then complete the verification below in the Verify manual bank account entry with random deposit section

Verify manual bank account entry with random deposit - iOS mobile app

  1. In the Bill.com app, select Finish setting up bank account xxxx
  2. Enter the amount of the test deposit
  3. Select Verify

Add a bank account manually - Android mobile app

If you don't have online banking login, or you don't want to add a bank that way, you can add a bank account manually.

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign +
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification, it isn't advised to try the verification for another user
  5. Select Verify in 1-2 business days
  6. Enter the details for the bank account - all fields are required
  7. Select Finish
  8. Select Confirm to confirm you have signing authority on the bank account
  9. Select I'm done
  10. Wait for the test deposit to post in 1-2 days then complete the verification below in the Verify manual bank account entry with random deposit section

Verify manual bank account entry with random deposit - Android mobile app

  1. In the Bill.com app, select Finish setting up bank account xxxx
  2. Enter the amount of the test deposit
  3. Select Verify

Edit a bank account - iOS mobile app

Once you add a bank account to a Bill.com account, you can't edit or delete the bank account information completely for auditing purposes. You can only edit the select fields below:

  • Bank Name
  • Account Holder Name
  • Default for payments in
  • Default for payments out

If you need to edit the account or routing number, you'll need to archive the account and re-add.

Edit a bank account:

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select Edit on the bank you want to edit
  5. Make the changes you'd like
  6. Select Done

Edit a bank account - Android mobile app

Once you add a bank account to a Bill.com account, you can't edit or delete the bank account information completely for auditing purposes. You can only edit the select fields below:

  • Bank Name
  • Account Holder Name
  • Default for payments in
  • Default for payments out

If you need to edit the account or routing number, you will need to archive the account and re-add.

Edit a bank account:

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select Edit on the bank you want to edit
  5. Make the changes you'd like
  6. Select Done

Archive a bank account - iOS mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select Archive on the bank account you want to archive
  5. Select Ok to confirm

Payments in process

  • Scheduled payments

    • When a bank account is inactivated, scheduled payments set to process from that bank account will be canceled
    • If a payment that processed from a bank account inactivated from Bill.com needs to be voided and reissued:
      • If the bank account is still open, even if the account has been inactivated in Bill.com, the funds will be returned to the issuing bank account
      • If the bank account is no longer open, the try to return the funds will fail. Users authorized on that bank account will receive an email notification to contact Customer Support to let us know which bank account to redirect the funds to.
        • The bank account to redirect funds to must be active in the Bill.com account

  • Receiving payments

    • Remittance information is locked when a payment processes, so when a new bank account is added to receive payments, any payments already in progress will continue as scheduled to the bank account that was set as Default To Get Paid at the time the payment was processed.
      • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule payment
    • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it is set as the Default To Get Paid

Archive a bank account - Android mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select Archive on the bank account you want to archive
  5. Select Ok to confirm


Payments in process

  • Scheduled payments

    • When a bank account is inactivated, scheduled payments set to process from that bank account will be canceled
    • If a payment that processed from a bank account inactivated from Bill.com needs to be voided and reissued:
      • If the bank account is still open, even if the account has been inactivated in Bill.com, the funds will be returned to the issuing bank account
      • If the bank account is no longer open, the try to return the funds will fail. Users authorized on that bank account will receive an email notification to contact Customer Support to let us know which bank account to redirect the funds.
        • The bank account to redirect funds to must be active in the Bill.com account

  • Receiving payments

    • Remittance information is locked when a payment processes, so when a new bank account is added to receive payments, any payments already in progress will continue as scheduled to the bank account that was set as Default To Get Paid at the time the payment was processed.
      • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule the payment.
    • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it's set as the Default To Get Paid

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