To void a payment, your role must have Pay permissions, and you must be a verified user on the bank account originally used for the payment. You must be logged in to the desktop website to void payments, you cannot void payments in the mobile app.
Note: If you are going to reissue a voided payment, be sure to make any necessary changes to the vendor, such as pay to, address, email address, etc. before reissuing. Jump to:
- Void request process
- Void and reissue option
- Void and credit option
- Void ePayments
- Void international payments
- Void Vendor Direct payments
- Void check payments
- Sync voids and credits
Void request process
Voids will take up to 2 bank business days from when it was requested to when the void is processed. The payment void will be in Pending status until it's processed.
Void and reissue option
- No adjustment is needed in your accounting software
- We'll reissue a new payment with the same funds, with any new vendor details (for instance, new address or payment method)
- We pull vendor and account details, but the payment amount stays the same
- We don't re-debit your bank account
- Not available for international payments; you must void the payment and then schedule a new payment
Void and credit option
- We may not be able to process Void and Credits immediately - we must check with our bank, to make sure the item hasn't been presented for payment. You may see “Void Pending” on the Payment page during this time. Once we receive confirmation, we start the crediting process.
- Once we've started the Void and Credit process, the payment will show as voided in your Bill.com account
- The bill will show as Unpaid. If the bill doesn't need to be paid, you should either edit the bill, delete the bill or mark it as already paid so it isn't accidentally paid again in error.
- A credit may take 2—5 business days from the date of the void request, depending on when the funds were debited from your account
- To confirm the date funds will be credited back to your account
- Select Payments out in the navigation menu
- Select the Confirmation Number of the payment
- Select More Actions
- Select Funding
- The process date shown in the row with "Yes" under Is Credit is the date funds will be credited back to your account.
- To confirm the date funds will be credited back to your account
Void ePayments
ePayments have a void deadline of 1:00 pm Pacific Time / 4:00 pm Eastern Time on the business day before the deposit date. You can void an ePayment after the process date, but before it's deposited in the vendor's bank
- Select Payments Out in the navigation menu
- Select Void under the Actions column
- If you don't see void under the Action column, and you have void permissions, the payment has already cleared. Select the payment confirmation number to check the status
- Select to Remit or Reissue
- Remit - the funds will be returned to the originating bank account
- Reissue - a new payment using the same funds will be sent to the vendor, with any new vendor details (for instance, new address or payment method)
- Enter a reason for the void
- Select Submit Request
Void international payments
You can void international payments after 1:00 am Pacific Time / 4:00 am Eastern Time and before 5:00 am Pacific Time / 8:00 am Eastern Time on the process date
- Once the funds have been disbursed, you can't void an international payment
- Select Payments Out in the navigation menu
- Select Void under the Actions column
- If you don't see void under the Action column, and you have void permissions, the payment has already cleared. Select the payment confirmation number to check the status
- Enter a reason for the void
- Select Submit Request
Void Vendor Direct payments
You can void Vendor Direct payments before they're authorized (i.e., before the vendor enters the single-use virtual card number into their merchant card processing system and gets an authorization code). Once the Vendor Direct payment has been authorized, you can't void it.
- Select Payments Out in the navigation menu
- On the same line item as the payment, under the Actions column, select Void
- Select your Void request type
- Remit funds back to my account: We void the payment and deposit the funds back to your bank account
- Reissue a new payment: This option is only available 16 days or more after the virtual card issue date. We void the Vendor Direct payment and reissue a new payment as check or ePayment, depending on the vendor's previous payment method.
- Select your Void request reason
- Select Submit request
- Select Yes to confirm
Void check payments
When you void a check payment, we place a stop payment on the check, so we recommend that you provide the voided check number to your vendor and instruct them not to cash the voided check.
- Select Payments Out in the navigation menu
- Select Void under the Actions column
- If you do not see void under the Action column, and you have void permissions, the payment has already cleared. Select the payment confirmation number to check the status
- Select to Remit or Reissue
- Remit - the funds will be returned to the originating bank account
- Reissue - a new payment using the same funds will be sent to the vendor, with any new vendor details (for instance, new address or payment method)
- Enter a reason for the void
- Select Submit Request
Notes:
- When a check is returned, users that are verified on the originating bank account get an email notification
- Checks are printed with the words Void after 90 days. On the 91st day after the date of issue, the check expires. Bill.com will automatically void the payment, return the funds to your bank account, and update the associated bills as unpaid.
Options for dealing with a missing check
If the vendor has not yet received their check, there are three (3) options:
- Continue to wait for the vendor to present the check for payment
- This is recommended if check 'arrives by' date is several days prior
- Void the check and credit the funds back to your account
- Void the check and reissue a new payment to your vendor with any new vendor details (for instance, new address or payment method)
Void check service fees
A check that's been lost in the mail
A check payment that's lost in the mail, hasn't been received by the vendor, and hasn't been returned to sender (Bill.com).
- Checks that aren't cashed within 90 days will auto-void, and there are no fees on auto-voided checks
- If you choose to void the lost check before the 90 day auto-void, there will be a $25.00 service fee to issue a stop payment
- Higher fee for these check voids, compared to returned checks, because there's a higher risk when check hasn't been returned to us by USPS and we have to take steps to ensure the check isn't cashed
A check that's been returned to Bill.com by USPS
A check payment that was sent to an incorrect address and was sent back to Bill.com by the post office, marked as undeliverable.
- There will be a $3 service fee to void and reissue a check returned to Bill.com by the USPS as undeliverable.
- There's a lower fee for lower risk on these because the check has been returned to us and we can destroy it, so there's no chance of it being cashed, but there's a cost to reissue.
- If you don't want to reissue, and just simply void and have funds returned to you, there's no fee.
Fees don't apply to:
- ACH, International wire, Vendor Direct and RPPS cancelations or voids
- Check void requests that aren't processed
- Void & credit: USPS-returned checks that will be voided and funds credited back to the account
- Expired checks (checks that auto-void after 90 days from the date of issue)
Sync voids and credits
- Which accounting system do you sync with?
- QuickBooks Online, Xero, Sage Intacct or Oracle NetSuite
- The void will sync back to your accounting system, and no further action is needed
- QuickBooks Desktop or QuickBooks Enterprise
- While the credit back to your bank account will sync back to your bank account register, the void won't sync back to your accounting system. The payment must be voided manually in the accounting system.
- QuickBooks Online, Xero, Sage Intacct or Oracle NetSuite
- If you later edit or delete the bill in Bill.com, those changes will sync. Deleting the bill in the accounting software before Bill.com has had a chance to sync the void will cause an error. If this happens, contact Customer Support to mark the bill update not to sync.
