To add, edit, archive or restore a vendor, your role must include the permission to Manage Vendors.

Jump to:

• Add a new ePayment vendor
• Add a new International vendor
• Add a new check vendor
• Edit an existing vendor
• Archive a vendor
• Restore a deleted vendor
• Things to know

Add a new ePayment vendor

1. Select Vendors in the navigation menu
2. Select Add Vendor
3. Enter vendor name
   • We'll show you possible network connections; if there are no matches proceed with adding the vendor manually, or attempt Advanced Search
     1. Select Advanced Search and search by company name, email address, and/or zip code
        
        
        
        • If there are no results for all search terms, search will return results based only on company name
          
          
     2. If you see a match with your vendor, select Request to ePay
        • If there are no results, continue with the following steps to add the vendor manually
          
          
4. If no matches are found in the Network, enter the vendor's email address, physical address, and select your Vendor's bank location
   • Vendor bank location field will default to the same country selected in the vendor's address
   • This field must be set to United States to send ePayments. If you want to setup International wires for a foreign vendor, please see the steps to set up an international vendor below
   • Note: vendor bank location field won't appear on vendors connected through the Network
5. Select to pay vendor via ePayment in one of two ways:
   • ePayments - I want to invite my vendor to manage their own free Bill.com account (recommended)
     • Select View and edit email invitation to preview or customize the invitation
   • ePayments - I have my vendor's bank account info and I'll manage it myself for now
     • you can still send an invite for the vendor to manage the information themselves in the future by selecting Invite my vendor to join Bill.com and manage their own bank info
     • Enter the vendor's bank info
6. Enter Payment Information
   • Pay to name is the name we'll use as the payee on the check. If the pay to name is left blank, we'll use the vendor name as the payee on the check.
   • Payment Notification Email is the email address we'll use to let the vendor know when a payment is on the way
7. Enter additional vendor details
8. Select Add vendor and send invite

Note: Vendor invitations expire after 60 days if not accepted.

Add a new International vendor

1. Select Vendors in the navigation menu
2. Select Add Vendor
3. Enter vendor name
   • We'll show you possible network connections, but you cannot send international payments to vendors connected through the Network, so ignore these matches and continue entering information manually
4. Enter the vendor's email address and physical address, including the country applicable to the currency of the bills they'll have
5. Select your Vendor's bank location
   • Vendor bank location field defaults to the same country in the vendor's address, but you can change it by selecting another country from the dropdown
6. Select the currency you'd like to use for this vendor's bills
   • If you create bills in a foreign currency, the payments must be in the same currency. If you create USD bills, you can still pay them in a foreign currency
   • Select Show all currencies if you need to enter bills in a currency that is not local to the country selected, but keep in mind, payments can only be sent in the default currencies offered
7. You can also set the vendor up for payments here, if you have their bank information
8. Enter additional vendor details
9. Select Save

Add a new check vendor

1. Select Vendors in the navigation menu
2. Select Add Vendor
   • Or select Add your first vendor
     
   • If you have no vendors yet, you'll see an option to import vendors on this page. Selecting this link will redirect you to the sync setup page if you selected an accounting software we integrate with. If not, it'll redirect to our Import/Export tool to import the vendor list via .CSV
3. Enter vendor name
   • Possible network connections will be presented, if there are no matches proceed with the following steps, or attempt Advanced Search
     1. Select Advanced Search and search by company name, email address, and/or zip code
        
        
        
        • If there are no results for all search terms, search will return results based only on company name
          
          
     2. If you see a match with your vendor, select Request to ePay
        • If there are no results, continue with the following steps to add the vendor manually
          
          
   • Note: connecting to a vendor within the Network will change the payment method to ePayments if the connected vendor has a valid bank account. This is the recommended method of payment, but you can disregard the Network matches and continue adding as paper check vendor if you'd like
   • The maximum number of characters that will print in the payee field of a check is 60
4. If no matches are found in the Network, enter the vendor's email address, physical address, and select your Vendor's bank location
   • Vendor bank location field will default to the same country selected in the vendor's address
   • This field must be set to United States to send paper checks. If you want to setup International wires for a foreign vendor, please see the steps to set up an international vendor above. Paper checks aren't available non-US vendors
   • Note: vendor bank location field won't appear on vendors connected through the Network
5. Select Pay this vendor with checks sent in the mail
6. Enter Payment Information
   • Pay to name is the name we'll use as the payee on the check. If the pay to name is left blank, we'll use the vendor name as the payee on the check.
   • Payment Notification Email is the email address we'll use to let the vendor know when a payment is on the way
7. Enter additional vendor details
8. Select Save

Edit an existing vendor

1. Select Vendors in the navigation menu
2. Select the vendor name you'd like to edit
3. Select Edit, or select More actions and Edit Vendor
4. Edit the vendor's information
5. Select Save

Note: If you have not yet created a bill for a vendor, you can edit their bill currency. Once you've created a bill for a vendor, you can't change the currency.

If you need another type of currency for an existing vendor with previous bills, create a new vendor record with the currency you need. You can't have bills of different currencies under the same vendor record.

Archive (Inactivate) a vendor

1. Select Vendors in the navigation menu
2. Select on the Vendor's name to delete
3. Select More actions next to the vendor's name
4. Select Archive vendor
5. Select Confirm
   

For auditing purposes, inactivated vendors cannot be completely removed from your account, but you cannot pay an inactivated vendor.

Restore an archived (inactivated) vendor

1. Select Vendors in the navigation menu
2. Select the more options dots ⋮
   
3. Select Show inactive
4. Select the name of the Inactive Vendor
5. Select Unarchive

Things to know

• You cannot put a vendor on hold. You can inactivate a vendor, which retains the bill and payment history but does not allow you to send new payments. When you would like to resume payments, you can restore the vendor.
• The maximum number of characters that will print in the pay to/payee field of a check is 60
• Per federal regulations, a full address will be required to be added to a vendor record before a payment can be made to that vendor
• An email address is also required for every vendor to help prevent fraud and maintain the accuracy of our payment network