Bill.com gives you the option to pay your US vendors with ePayments and paper checks. Here are some important details about paper check payments.
We highly suggest setting your vendors up for ePayments, which are a faster and easier payment method, and deposit right to your vendor's bank account. Check out the Connect to a vendor and setting up ePayments article to get started.
Jump to:
- Check styles and envelope issued to the vendor
- Invitation to connect and get paid electronically
- Check codes
- Combine payments
- Deposit checks
- Check expiration
- View or print a copy of a cashed check or remittance
- Things to know
Check styles and envelope issued to the vendor
Bill.com issues two styles of checks. Your vendor may receive one or the other, or both over time. There's no difference in the way your vendors cash or deposit either style of check.
Blue check
Orange check
Payment memo
Customize the payment memo/remittance info on the check by adding to or overwriting the pre-populated invoice number and vendor account number when you schedule payment.
- If paying multiple invoices to the same vendor with one payment, instead of invoice number, the memo field will be populated with Multiple Invoices
- Once saved, the memo field can't be edited. If you need to edit the memo field, cancel the payment and reschedule
- The memo field has a limit of 70 characters
- The payment memo field doesn't sync and will need to be manually updated in your accounting software.
Envelope
Both styles of checks are sent in the same style envelope.
Tip: Add a blank page for page one of the document associated if you don't want an image printed on the stub.
Invitation to connect and get paid electronically
If your Bill.com Network Profile is set to Public, an invitation to get paid via ePayment will be printed on the check stub for all checks sent from Bill.com. This message will include your unique profile URL, so vendors can easily connect and get paid electronically.
Check codes
Vendors can sign up for a subscription-free Bill.com Receivables account using a unique 8-digit code printed on the check stub. The vendor's Bill.com account will be networked automatically to the account paying them, allowing the customer to issue future payments via ePayment once the vendor's account is setup completely.
If you are a vendor and you already have an account, you don't need the 8 digit code to connect to your customer. You can give your Payment Network ID to your customer so they can connect to you and send ePayments.
To find your Payment Network ID:
- Select Network
- Select Access additional network features here
- Select My Network Profile
Combine payments
When you pay more than one bill with the same process date to the same vendor, you can choose to combine the bill payments in one check or to keep them as separate checks. A single combined check is usually more convenient, but there are times when it may be necessary to send separate checks, such as for a tax payment or for the simplicity of reconciling specific bills with a specific check number.
Combined payments:
The vendor receives one check. The check stub lists the individual bill payments (see below - up to 35 allowed). The vendor receives one email confirmation. There's a fee for one check.
- If you've applied multiple vendor credits, up to three will be listed on the check stub. If you've applied more than three vendor credits, there will be a note that additional credits are applied after the listed three.
Separate payments: The vendor receives separate checks. Each check stub shows the first page of the related bill (see above). The vendor receives one email confirmation for each bill payment. There's a separate fee for each check.
Choose the preference to combine or separate checks for all vendors (Payables Preferences), an individual vendor (vendor page), or an individual payment (when you pay bills).
Deposit checks
Your vendor can deposit checks issued by Bill.com at their bank, like any other check. They can also use their bank's mobile deposit feature for a hassle-free deposit.
Important Note Vendors can't deposit checks issued by Bill.com using Electronic Check Conversion services. Transactions initiated by Check Conversion services will be rejected by our bank. However, in this case, the check will still be valid, and can still be deposited normally.
Check expiration
Checks are issued with the words Void after 90 days printed on them. On the 91st day after the date of issue, the check expires.
- When the check expires, the funds will automatically remit to the originating bank account
- All bank authorized users will receive an email notification that informs them a check has expired and voided
View or print a copy of a cashed check or remittance
After your vendor cashes their check, an image of the front and back of the check along with the remittance will appear on the Payment Details page, with an option to print. You can also print the remittance if the vendor hasn't cashed the check.
- Select Payments out in the navigation menu
- Select the Confirmation Number of the payment
- 3. The check image is displayed in the check section of the payment summary screen. Select Print to print the check imange and remittance.
Things to know
- We send checks via USPS First class mail, so they can't be tracked
- Checks are mailed in bulk and aren't postmarked. For payments requiring a postmark, you'll want to make those payments outside of Bill.com.
- The Pay to field printed on the check has a 60 character limit
- The Invoice number field printed on the check has a 20 character limit
- If your invoice number is longer than 20 characters, we'll print the last 20 characters of the invoice # on the check
- The Invoice number field on the payment confirmation email has a 20 character limit
- The business name we use in your contact info on the check is the Company Name you've entered in your Company Profile
- Bill.com check numbers are sequenced across all Bill.com payments, rather than within a given account. As a result, your checks won't be cut in sequential order.
- Create a "Bill Payments" report that lists all bill payments, including check payments and check numbers, from the Reports tab. Any other review of Bill.com payments could be performed using the Payments In page that lists a complete payment history.
- Bank reconciliation should be easy! We'll make a single debit of your bank account for all payments processed on a particular day. Checks are then cut on our Bill.com bank account, so the check numbers don't have to be matched to your bank account.
