Auto Charge for Customers

Auto Charge is the easiest way to get paid on time, every time, because invoices get paid in full on their due date, directly from your customer's bank account or credit card. There are a couple different ways to set up Auto Charge; read more below to find the one that works best for you.

Tip: Set up recurring invoices to be automatically created by the system then Auto Charge can take care of the rest. See Resources below on how to set up recurring invoices!

  • [Set up Auto Charge for your customer]()
  • [Customer sets up Auto Charge on their own]()
  • [Turning off Auto Charge for individual invoices]()
  • [Email reminder]()
  • [Things to know]()

Set up Auto Charge for your customer

If you have your customer's bank account or credit card info (and their written permission to make payments on their behalf), you can set up Auto Charge yourself.

  1. In the left navigation pane, click Customers
  2. Click the Customer name
  3. Click the more options dots
  4. Click __Auto Charge __
  5. Select Authorized
  6. Click Save & Add a Bank Account or Save & Add a Credit Card
  7. Enter the details for the bank account or credit card
    • Note: When entering bank account information, the bank account type will be required. If the account is a Personal Checking or Personal Savings, specify the type of authorization provided by the customer to charge their account.
  8. Click Save
  9. Click Back to Customer
  10. Click the more options dots
  11. Click Auto Charge
  12. Select Automatically Pay Bills
  13. Enter a Maximum Payment amount
    • The Maximum Payment amount is the total amount that will be charged to the customer for each invoice, including convenience fees, if any. If the Maximum Amount is less than the total of the invoice, the invoice will be partially paid.
  14. Optional: Enter Pay on date
    • How many days before or after the due date the payment should initiate
  15. Click Save

Customer sets up Auto Charge on their own

The customer can set up Auto Charge themselves, from the portal where they log in to pay their bills to you. They can follow the directions below to turn on Auto Charge.

  1. Log in to the portal where they pay you
  2. Hover over the gear icon and click Auto Charge is Off
  3. Click the edit icon
  4. Select Automatically Pay Bills
  5. Enter the maximum to pay for any individual bill
  6. Enter bank account and/or credit card details
  7. Optional: Pay on date
    • Enter how many days before or after the due date the payment should initiate
  8. Click Save

A customer's payment commitments can be locked in by disabling their ability to remove their credit card/bank information or turn off Auto Charge.

To Update your Receivables preferences (Gear icon > Settings > Receivables Preferences) so your customers are locked into the billing agreement they made with you:

  1. Click the gear icon
  2. Under Receivables, click Preferences
  3. Select No for Allow Customers to Change Auto Charge
  4. Click Save

Turning off Auto Charge for individual invoices

Having customers on Auto Charge is great! You get paid on time, every time. However, there may be times when an Auto Charge customer will have a one-off invoice that does not need to be paid automatically. There is an option to choose if an invoice should be auto-paid or not on a per-invoice basis.

When creating an invoice

When entering an invoice for a customer on Auto Pay, de-select Automatically pay bill at the bottom, before clicking Save.

Recurring invoices, or invoices already saved

Recurring invoices are set to Auto Pay by default and it can't be turned off when you set up a new recurring invoice. You can turn off Auto Pay for any individual invoice, even one created by a recurring invoice rule:

  1. Locate the invoice in Bill.com
  2. Click the edit icon
  3. Select or deselect Automatically pay this bill as appropriate
  4. Click Save

Email reminder

3 business days before an invoice's pay date (either the due date, or the number of days before/after the due date as specified in the Auto Charge settings), we will email your customer a reminder and the payment will be scheduled. They need to make sure they have enough money in their bank account (or credit limit on their credit card) to pay, or they should cancel the payment.

The email will include:

  • Your company name
  • Invoice number(s)
  • Invoice amount(s)
  • Amount to be debited per invoice
  • Pay on date
  • Total amount to be debited
  • Instructions on how to turn off Auto Charge (if applicable)

Note: The email reminder regarding Auto Charge processing does not include copies of the invoices, just a list of invoice numbers.

Things to know

  • Automatic charges will be withdrawn from your customer's bank account, or charged to their credit card, on the invoice due date by default unless a different pay on date has been set
  • If a customer has more than one payment option, bank or credit card, choose which payment type to use from the Pay From drop down and, if there is more than one credit card on file, choose which one to use from the menu.
  • If the due date is a holiday or weekend, the payment will be initiated on the next business day
  • If a "Pay on" date has been entered, the payment will be pulled when specified ("x" days before/after the invoice due date)
  • Automatic charges will be made on unpaid invoices with no previous payments (including voided or cancelled payments), up to the maximum amount
    • Credits are considered a payment, and Auto Charge will not kick in
  • If a customer has multiple unpaid invoices due (or past due), the payment for those invoices will be grouped together into one charge. We will send one summary email, rather than individual emails for each invoice.
  • If there are invoices past due when Auto Charge is enabled, payment for those invoices will be:
    • Withdrawn from your customer's bank account on the next business day
    • Charged to your customer's credit card immediately
  • If Auto Charge is enabled, when a new invoice is created, payment for the invoice will be withdrawn from your customer's bank account or charged to their credit card on the next business day
  • Auto Charge is not available for Network payments