Prepaid files should NOT be included in the same email as invoices that need to be paid. Examples of prepaid files include:
- manual checks,
- invoices paid by auto draft,
- invoices paid by phone, etc.
In these situations, you must submit your manual checks, including invoices and Prepayments with all necessary documentation and coding via Bill.com by the 5th of the month for the month prior. If the information is not received in a timely way, we cannot guarantee timely delivery of your monthly financial reports.
Please submit all Prepaid files to bill.com in the below format.
Email subject line: “PREPAID________” (be as specific as possible, i.e., paid by ACH, file only, manual check, etc.). This is a critical step in our process and needs to be included in every prepaid submission.
- Manual checks
- Include copy of the invoice/check request that was paid – this should include GL account #, name of vendor/person, and address.
- Include a copy of the manual check.
- Label pages that that need to be processed together, 1 of however many pages.
- For new vendors, include w-9 from person/vendor that was paid via manual check.
- Vendors set up for automatic drafts from the operating account.
- Submit the invoice.
- If not indicated on invoice, indicate date and amount that was paid.
- Include GL account #.
- File Only documents
- Contracts, insurance policies, invoices paid by credit card, invoices with a $0.00 balance), subject line: “PREPAID FILE ONLY”, and if possible write it on 1st page of document.
- Contracts, insurance policies, invoices paid by credit card, invoices with a $0.00 balance), subject line: “PREPAID FILE ONLY”, and if possible write it on 1st page of document.
- Credit cards
- Credit cards that are paid electronically with no GL account coding: send entire bill, with all pages to Bill.com indicating that it was paid via phone, ACH, etc. Indicate on first page how it was paid, how much was paid and indicate “coding will follow”.
- Credit cards that are paid via ACH, etc., that include GL account coding: send entire bill and code actual credit card bill with coding on each line of bill. Bill should include how it was paid, when it was paid and how much was paid. If a separate spreadsheet is submitted with coding, totals on coded spreadsheet need to agree to the monthly transactions - credits/returns also need to be coded.
- Credit card bills that have been submitted previously and need GL account coding updated: send full bill, indicate on first page “coding only, previously submitted” – coding can be on actual bill line by line or a spreadsheet can be included after pages of bill. Totals on coded spreadsheet need to agree to the monthly transactions - credits/returns also need to be coded.