Combining or separating bill payments to the same vendor

Payments for multiple bills to the same vendor can be combined into one payment. Checks or ePayments will be combined if the payments have the same process date, the same arrives-by date and are all scheduled to be paid at the same time from the Pay screen.

Combined payments preference

By default, payments to the same vendor with the same process date scheduled at the same time will be combined.

Change preference for all vendors

  1. Click the gear icon
  2. Click Preferences under Payables
  3. Select No next to Combine Payments
  4. Click Save

Change preference for individual vendors

  1. Click Vendors in the left navigation pane
  2. Click the Vendor name
  3. Click Edit
  4. Toggle Additional Information On
  5. Select No in the Combine Payments field
  6. Click Save

Scheduling payments

Combining payments

  1. On the Overview page, select all bills to be paid for the same vendor
  2. Select the bank account to pay from
  3. Select the Process Date
  4. Click Send Payment

The vendor receives one payment for the total and one confirmation email. There is one transaction fee.

Sending separate payments

  1. On the Overview page, click Pay next to the bill
  2. Select the bank account to pay from
  3. Select the Process Date
  4. Click Send Payment
  5. Repeat for each bill for the same vendor.

The vendor receives separate payments and a confirmation for each bill. There will be a transaction fee for each payment.

Things to know

  • Up to 35 bills can be combined into a single check or ePayment
  • The check stub will include a list of invoices paid instead of an invoice image
  • The maximum number of line items on a check stub is 35
  • The ePayment header record will include the invoice number, invoice date and amount of each individual payment, as well as your company name so the vendor can easily identify the payer
  • If any individual payment is over the risk limit (typically $5,000), that payment will not be accelerated compared to payments under the risk limit and will be sent as a separate payment
  • If there are multiple accounts with the same vendor with different account numbers, the best practice is to create separate vendor records for each account number. This ensures your payment is posted to the right account.
    • Append the vendor name (not the Pay To name) with the last four digits of the account number, to ensure bills are posted to the correct vendor profile
    • Example: AT&T with account numbers 1234567 and 456789 would be created as two separate vendors named "AT&T - 4567" and "AT&T - 6789".
  • If separate payments have been scheduled, but need to be combined:
    1. In the left navigation pane, click Payments Out
    2. If payments are still in Scheduled status, cancel the payments
    3. Re-schedule to issue a combined payment
  • When synced with accounting software, a combined payment will sync as multiple payments, one for each invoice
  • Offline payments syncing to accounting software cannot be combined. To create a combined offline payment, create the payment in the accounting software first, then record it in Bill.com and select Do Not Sync