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Setting up Auto Pay

Auto Pay is the easiest way to get paid on time, every time, because invoices get paid in full on their due date, directly from your customer's bank account or credit card. There are a couple different ways to set up Auto Pay; read more below to find the one that works best for you. 

You set up Auto Pay for your customer

If you have your customer's bank account or credit card info (and their written permission to make payments on their behalf), you can set up Auto Pay yourself. 

  1. Locate the customer by searching, or by hovering over Receivables and clicking Customers to locate them from your customer list. 
  2. Under Auto Pay Info, click Payments Setup
  3. Select Authorized
  4. Click Save & Add a Bank Account or Save & Add a Credit Card.
  5. Enter the details for the bank account or credit card.
    • Note: When entering bank account information, you will be required to specify the bank account type. If the account is Personal Checking or Personal Savings, you will be required to specify the type of authorization you have received to make payments on their behalf.
  6. Click Save
  7. Select Automatically Pay Bills
  8. Enter a Maximum Payment amount. The Maximum Payment amount is the total amount that will be charged to the customer for each invoice, including convenience fees, if any. If the Maximum Amount is less than the total of the invoice, the invoice will be partially paid.
  9. Optional: Pay on date - Enter how many days before or after an invoice's due date you'd like the payment to initiate
  10. Click Save

Your customer sets up Auto Pay

Your customer can set Auto Pay up themselves, from the portal where they log in to pay their bills for you. They can follow the directions below to turn on Auto Pay.

  1. Log in to the portal where they pay you
  2. Hover over the gear icon  and then click Auto Pay is Off
  3. Click the edit icon 
  4. Select Automatically Pay Bills
  5. Enter the maximum to pay for any individual bill
  6. Enter bank account and/or credit card details
  7. Optional: Pay on date - Enter how many days before or after the due date the payment should initiate
  8. Click Save

A customer's payment commitments can be locked in by disabling their ability to remove their credit card/bank information or turn off Auto Pay.

  • Update your Receivables preferences (Gear icon > Settings > Receivables Preferences) so your customers are locked into the billing agreement they made with you.

Email reminder

3 business days before an invoice's pay date (either the due date, or the number of days before/after the due date as specified in the Auto Payments settings), we'll email your customer a reminder and the payment will be scheduled. They need to make sure they have enough money in their bank account (or credit limit on their credit card) to pay, or they should cancel the payment.

Below is a template of the email:

From: Bill.com on behalf of <Receiving company name>
To: <Customer email>
Subject: Auto Pay Reminder from <Receiving Company Name>

Dear <Customer Name>,

Thank you for using Auto Pay!

This payment to <Receiving Company Name> will be made from your <account> on <Payment Date>.

Pay To                                                     Invoice #        Invoice Amount       Amount Paid         Pay On
---------------------------------------------------------------------------------------------------------------
<Receiving Company Name>   <Invoice #>  <Invoice Amount> <Amount Paid>  <Payment Date>
<Receiving Company Name>   <Invoice #>  <Invoice Amount> <Amount Paid>  <Payment Date>
---------------------------------------------------------------------------------------------------------------
Total Payment Amount: <Total>

This payment (debit) will appear on the customer's bank statement as <Receiving Company Name>Bill.com, because Bill.com is receiving this payment on behalf of<Receiving Company Name>.
If you don't want to pay<Receiving Company Name> automatically anymore:
1. Log in to <Branded website address>
2. Mouse over the gear icon at the top right corner and click "Auto Pay is On"
3. Click "Edit" icon, then deselect "Automatically Pay Bills"

Thank you,

<Receiving Company Name>
<Branded website address>

Things to know

  • Automatic payments will be withdrawn from your customer's bank account, or charged to their credit card, on the invoice due date by default, unless you deselect Automatically pay bill when entering an invoice. Learn more about Auto Pay on Invoices here: 
  • If a customer has more than one payment option, bank or credit card, choose which payment type to use from the Pay From drop down and, if there is more than one credit card on file, choose which one to use from the menu. to  learn more about setting up Merchant Services with Bill.com, go here:

Exceptions

  • If the due date is a holiday or weekend, we'll initiate the payment on the next business day.
  • If you have selected a "Pay on" date, the payment will be pulled when you have specified ("x" days before/after the invoice due date).
  • Automatic payments will be made on unpaid invoices with no previous payments (including voided or cancelled payments), up to the maximum amount. *Credits are considered a payment, and auto-pay will not kick in.*
  • If a customer has multiple unpaid invoices due (or past due), the payment for those invoices will be grouped together into one charge. We will send one summary email, rather than individual emails for each invoice. 
  • If an invoice is past due when Auto Pay is enabled, or when the invoice is created, the payment will be withdrawn from your customer's bank account on the next business day. Learn more details about this feature Here: Auto Pay - Overdue Invoices
  • Auto Pay is not available for Network payments
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