Adding new vendors

Adding a new ePayment vendor

  1. Click Vendors in the left navigation pane
  2. Click Add Vendor
    • Or click Add your first vendor
      Vendor zero state
    • If you have no vendors yet, you will see an option to import vendors on this page. Clicking this link will redirect you to the sync setup page if you selected an accounting software we integrate with. If not, it will 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 (detailed article linked below)
  4. If no matches are found in the Network, enter in 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 will not 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)
      • Click 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 additional vendor details
  7. Click Add vendor and send invite

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

Adding a new International vendor

  1. Click Vendors in the left navigation pane
  2. Click Add Vendor
  3. Enter vendor name
    • Possible network connections will be presented, but vendors connected through the Network cannot be sent international wires, so ignore these matches and continue entering information manually
  4. Enter in the vendor's email address and physical address
  5. Select your Vendor's bank location
    • Vendor bank location field will default to the same country selected in the vendor's address, but can be changed by selecting another country from the drop-down
  6. Select the currency you'd like to use for this vendor's bills
    • Bills can be in USD and payments in a foreign currency if desired, but bills in a foreign currency can only be paid in the same currency
    • Once a bill is created in a currency other than USD, multi-currency is enabled on your Bill.com account and cannot be disabled
    • 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. Enter the vendor's bank information excluding dashes and spaces
    • Enter International bank branch identifier
      • Account Number: Bank Account Number of the vendor
      • Re-enter Account Number: to confirm account number
    • Account/Beneficiary name must match the name on the bank account being entered or payment may be delayed/held by the recipient bank
    • Some recipient banks do not check to see that the name on the account matches the account number. At the other extreme, some recipient banks will not deposit the money into the account if the name on the money transfer is not exactly the same as the name on the bank account.
  8. If you selected to enter bills in USD, select the currency you‘d like to pay this vendor in
    • If you selected a foreign currency for bills, this field will not appear as payments can only be sent in the same foreign currency as the bills
    • The options available will be based on the country selected under Vendor bank location, with United States always available
    • We will always debit in USD
  9. Select Purpose of Payment, which is required on International wires
  10. Enter Beneficiary Contact Information
  11. Enter additional vendor details
  12. Click Save

Adding a new check vendor

  1. Click Vendors in the left navigation pane
  2. Click Add Vendor
    • Or click Add your first vendor
      Vendor zero state
    • If you have no vendors yet, you will see an option to import vendors on this page. Clicking this link will redirect you to the sync setup page if you selected an accounting software we integrate with. If not, it will 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 (detailed article linked below)
    • Note: connecting to a vendor within the Network will change the payment method to ePayments automatically 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
  4. If no matches are found in the Network, enter in 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 are not available non-US vendors
    • Note: vendor bank location field will not appear on vendors connected through the Network
  5. Select Pay this vendor with checks sent in the mail
  6. Enter additional vendor details
  7. Click Save

Things to know

  • The maximum number of characters that will print in the 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