Bill.com FAQ

There are four (4) steps to paying bills via Bill.com:

1. Capture - The synagogue, or the synagogue's vendors, sends invoices to your dedicated Bill.com email: [client acronym][e-mail] (example: [e-mail]).
2. Approve Invoices - Once invoices are added to Bill.com, invoices are routed to the synagogue approvers, who will receive an email when invoices are available for approval. Approval chains are created by the client at the time of onboarding to Bill.com. If changes are needed, you will need to submit them via the 2.0 Communications Form.
3. Payment of Bills - Once the synagogue approves invoices, the Kesef AP team will initiate the vendor payments for approved invoices.
   Click here to view a quick video about how to approve invoices: see the process here.  
4. Syncing to QB - Invoices are synced to QuickBooks for accurate bookkeeping.

NOTE: Documents MUST be in PDF format.

FAQs

 

Question	Which functions on Bill.com will Kesef clients be responsible for operating? i.e. invoice uploads, approvals, payments.
Answer	Kesef clients will be responsible for: Sending their invoices to their dedicated bill.com email address. Advising vendors to send invoices to their dedicated bill.com email address. Vendor management of payment method - if you would like to start paying vendors via e-payment Approving invoices once invoices are processed.

Question	Where will we send invoices now?
Answer	[acronym][e-mail]

Question

What will the new pricing be?

Answer

The Paperless Processing Fee in your contract will continue to cover the bill.com console, users, and maintenance. Check and ACH charges will continued to be billed, monthly, by Kesef. Checks are $1.69 each and ACH payments are $0.49 each. We encourage you to start paying as many invoices as possible via ACH for reduced cost and quicker receipt of payment.  Find more information on payment status here.

Question	If I have multiple bills to send in do I still scan them into one PDF and code them?
Answer	Yes, you can scan multiple bills and send them in one PDF and code them. You can also send in multiple PDFs in the same email.

Question

How are our vendors paid in Bill.com?

Answer

Vendors can be paid via Check or ACH. Once invoices are in the 'scheduled payment' status (after approval), the funds for the total amount of the invoices to be paid will be withdrawn from your bank account to pay the invoices. Bill.com uses these funds to then pay your invoices. ACH is paid the next business day, which checks vary based on USPS timing. Find more information on payment status here.

Question	Can I approve invoices on a mobile device?
Answer	Yes, please click on your device below to view the process and procedures.  iOS Mobile App: Approving and denying bills Android Mobile App: Approving and denying bills

Question	What does the user interface look like for approving invoices and entering GL codes?
Answer

Question	How do I see who approved an invoice?
Answer	Bill Approval Audit Report

Question	How do I manage my emails and notifications?
Answer	Email Preferences & Notifications

Question	How do I see my unpaid bills?
Answer	Unpaid Bills Tab

Question	How do I change my time zone?
Answer	Managing User Time Zones

Question	Can I have custom approvals?
Answer	Bill.com offers approval customizations to help you maintain separation of duties and reduce potential fraud by allowing you to control which bills need approval, by whom, when, and based on business need. To change your approval workflow at anytime, just fill out a request on the Kesef 2.0 Communications Form.

Question	Can I have the same person in two groups?
Answer	Yes, but the same person could technically approve for more than one group. If you wanted to do this, you would want an internal rule that tells that person to only approve one time per invoice. We also recommend having a person outside of those groups that will also approve, as a check and balance.

Question	What should I do with prepaid invoices?
Answer	All invoices, including prepaid invoices, should be sent to the Bill.com email. They should include "PREPAID" in the subject line of the email AND on the invoice itself.

Question	What reports can I pull from Bill.com?
Answer	Reports Overview

Question	Can I make an approval group have something like "2/3 approvers in a group must approve an invoice before processing"?
Answer	No.

Question	How do I set up vendors on ACH?
Answer	Connect to a vendor and set up ePayments. If your vendors have questions, please send them this link: How your invited vendors set up their account.

Question	Will the approval for ACH act the same as it does for Check approval?
Answer	Yes, the final approver will approve the PAYMENT - this includes ACH and Check payments.

Question	What do we do about accounts that do not have an email associated with the and we want to pay them via ePayment?
Answer	The vendor accounts that do not have an email associated with them will continue to be paid via check. To change to ePayment, you would need to contact the vendor to obtain an email address or gather their banking information and manually enter it into Bill.com.

Question	How do we indicate with GL to code the invoice to?
Answer	You will include this information on the invoice itself. Alternatively, you can utilize the "notes" section on the invoice and tag your Account Specialist letting them know what GL you would like to use.

Question	How can we change GL codes on an invoice we are approving?
Answer	Utilize the "notes" section on the invoice and tag your Account Specialist letting them know the GL you would like to use.

Question	Is there a separate approval process for Payment vs. Invoice?
Answer	No, it is one in the same. The final approver will be the one who signifies the invoice is ready to be paid.

Question	If I put three people into an approval chain, does each one have to approve each invoice?
Answer	If each person was its own level, Yes. If the three people were in a "group" one of the three could approve per invoice.

Question

If our bank requires two signers, how does that work with Bill.com?

Answer

This is not a requirement in Bill.com When an invoice has gone through all approvals, Kesef will process the invoice for payment. At this point, Bill.com will withdraw the funds from your bank account for the total of the invoices to be paid. Then, Bill.com will release the payment using their own bank account and routing number (and their own positive pay system). Therefore, you do not need to send your bank a list of checks anymore.

Question

How does Positive Pay work?

Answer

If you require positive pay, please reach out to your bank and provide them with the list below (Bill.com auto-debit numbers). This will allow Bill.com to auto-debit your account so it can make payments on your behalf. Since the payments are made out of Bill.com account number/routing number, your current positive pay will not be utilized by Bill.com (they have their own positive pay system). Please let me know if you have any questions. Our BILL Company ACH ID numbers are: ACH ID #1: 2204895317 ACH ID #2: 1204895314 ACH ID #3: 3204895317 ACH ID #4: 4204895317 ACH ID #5: 8204895317 ACH ID #6: 1082689000 ACH ID #7: 6204895317 ACH ID #8: 9159359000 ACH ID #9: 9812444657 ACH ID #10: 9033536001 ACH ID #11: 9811893000

Question

How to add a note to an invoice?

Answer

When you notice something wrong on an invoice (ex: GL coding or amount), we ask that you add a NOTE to the invoice instead of emailing your AM or AP team. This allows us to keep all history on the invoice itself and makes it something that will be added to the audit log. HOW TO ADD A NOTE: First, Select the bill you want to add a note to. Then, @mention the person to whom the note should be directed to and type the note. Finally, click ADD NOTE to save the note to the invoice. (see example below)