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Processing Vendor Direct virtual card payments
- How is the Vendor Direct virtual card delivered to me?
- What does the Vendor Direct payment email look like?
- What do I do with the Vendor Direct single-use card number in the email?
- How do I process virtual card payments?
- What else is in the payment email sent to me?
- Can I process the card multiple times for different amounts?
- What are the card holder name and zip code for Vendor Direct virtual cards?
- Why did I get multiple remittance emails?
Troubleshooting Vendor Direct virtual card payments
- I can't find my Vendor Direct virtual card payment
- The Remittance Email is being sent to the wrong email address
- The credit card number isn't working/being accepted in our system
- I want to charge the card multiple times since multiple invoices are being paid
- I am missing some information I need to enter into my merchant card processing system
- The card amount is more than the payment amount that is due
- I do not accept single-use card numbers via email
- I only accept credit card payments via phone or online portal
- I do not accept virtual cards at all or I only accept them for some customers
- I accept cards but only within certain amount limits
- I do not accept partial payments
- The invoices for this payment have already been paid
- I can only accept one virtual card payment per invoice
Vendor Direct program overview
What is a Vendor Direct virtual card?
- Vendor Direct is one of the payment methods available in Bill.com. It is a single-use Mastercard or Visa number, that can be authorized once, for the exact amount on the card.
- Virtual cards, also known as tokens, are 16 digit credit cards that can only be processed for the amount approved by the payer
- They can only be used once and for the exact amount of the payment
- With virtual cards, there's no physical card and no requirement to store card numbers.
- Funding and bank information is protected, leading to more security.
- Suppliers authorize and settle virtual card payments just like any other Visa, credit card, AMEX or Discover card.
Benefits for vendors/suppliers
Vendor Direct virtual cards speed up and simplify your entire receivables process
- Faster Payments: Get paid up to 3-7 days faster than checks or ACH.
- More Dependable: Secure Mastercard or Visa payment processing with 24/7 fraud monitoring.
- Easier reconciliation: Easily access invoice and customer information for accurate reconciliation.
How did my company get enrolled to accept Vendor Direct?
- Our team works to verify which companies can accept virtual cards. Bill.com maintains a network of over 3M businesses and monitor payment preferences and processing rates. We do regular phone outreach, leverage Mastercard or Visa tools, and more to ensure you can receive payments easily and seamlessly.
Do I need to create a Bill.com account?
- No, you don’t need to create a Bill.com account to receive virtual card payments.
What charges or fees will I incur by receiving virtual cards?
- This payment is processed like any other credit card payment. Virtual cards have the same standard fees that your credit card processor charges you, with no extra fees charged by Bill.com.
Processing Vendor Direct virtual card payments
How is the Vendor Direct virtual card delivered to me?
- When your customer sends you a Vendor Direct payment, you'll receive the full Mastercard or Visa number via email from notificationonly@hq.bill.com
- Alternatively, your company might have chosen to receive these card numbers via a phone call or your payment portal. In this case, we'll call you with the card number and payment details like the Customer Name, Invoice Number etc.
What does the Vendor Direct payment email look like?
What do I do with the Vendor Direct single-use card number in the email?
- To process the Vendor Direct payment, enter the entire card number into your merchant card processing system, like you would any other credit card number.
- You won't be able to use the same card number for future payments. Each time your customer sends you a payment you'll receive a new card number.
How do I process virtual card payments?
- Virtual card payments can be processed the same way you process a standard credit card. See the video below for more details on how you receive and process virtual cards from Bill.com.
Process a virtual card payment
What else is in the payment email sent to me?
- In addition to the full card number, the email contains other payment details such as the Customer Name, Invoice Number(s), Invoice Amount(s) and Customer Account Number.
Can I process the card multiple times for different amounts?
- No. Vendor Direct virtual cards are programed to be processed once and only up to the pre-funded payment amount. If you need to make any changes or to swipe more than once, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
What are the card holder name and zip code for Vendor Direct virtual cards?
- If you are having issues processing the card, you may need the following information below:
- Cardholder Name: Bill Com
- Cardholder Address: 6220 America Center Drive, Suite 100, San Jose, CA
- Cardholder Zip Code: 95002
- All other information, like the Card Number and CVV can be found on the Vendor Direct payment email.
- Should you need additional information or assistance with processing your payment, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
Why did I get multiple remittance emails?
- If you received a Vendor Direct virtual card payment and haven’t processed it, you’ll get reminder emails after 3, 7, and 14 calendar days with the same information you received in the original remittance email.
- If you get a reminder email and have already processed your payment, do not process the payment again.
Troubleshooting Vendor Direct virtual card payments
I can't find my Vendor Direct virtual card payment
- You can check your email inbox and spam for Vendor Direct payment emails from notificationonly@hq.bill.com
- You might have chosen to receive the card number via a phone call or your portal. We suggest waiting for us to get in touch with you in such cases.
- If you don't receive the payment in your email inbox after a few days, you can contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
The Remittance Email is being sent to the wrong email address
- You may request your customer to contact our Customer Support team to get the Remittance Email address corrected.
The credit card number isn't working/being accepted in our system
If the virtual card is being declined, it could be for several reasons.
- Vendor Direct virtual card payments can only be processed once for the full amount.
- If you want to make multiple authorizations up to the total amount of the card, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
- Verify you are entering the card information correctly.
- Confirm the card is still within the validity period.
- Verify that the payment hasn’t already been processed by your organization.
- Your customer may have canceled or voided the virtual card payment and reissued it as a check or ePayment.
- The Vendor Direct virtual card may have already been processed.
- The payment may be expired. Our team voids and reissues payments as check or ePayment if the virtual card payments go unprocessed for 20 days. If none of the above issues help, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I want to charge the card multiple times since multiple invoices are being paid
- We can open the card for you to make multiple authorizations adding up to the total card amount. Please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I am missing some information I need to enter into my merchant card processing system
- You may need the following information below:
- Cardholder Name: Bill Com
- Cardholder Address: 6220 America Center Drive, Suite 100, San Jose, CA
- Cardholder Zip Code: 95002
- All other information, like the Card Number and CVV can be found on the Vendor Direct payment email.
- Please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
The card amount is more than the payment amount that is due
- You can contact your customer to cancel the current payment and re-send the payment with the correct amount.
- Alternatively, please contact us and we can try to resolve the payment. Please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I do not accept single-use card numbers via email
- We can help you change your method of delivery to phone or your online portal. If you only accept single-use card numbers via phone or your payment portal, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I only accept credit card payments via phone or online portal
- We can help you change your method of delivery to phone or your online portal. If you only accept single-use card numbers via phone or your payment portal, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I do not accept virtual cards at all or I only accept them for some customers
- To update your virtual card policies, please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
I accept cards but only within certain amount limits
Please contact us . We can help make sure you only receive virtual cards within those limits.
I do not accept partial payments
- If your customer only sent a portion of the invoice via Virtual card, please contact them and have them reissue a new payment for the correct amount.
The invoices for this payment have already been paid
- Please contact your customer and request they void the payment.
I can only accept one virtual card payment per invoice
- If you were sent a virtual card for multiple invoices, we can help you. Please contact our Customer Support team by selecting Contact Us at the top of the page for assistance.
