Send Payments to BILL

After the BILL Integration is enabled, there will be a new method of payment, a new payment status, and a new user permission that are used with the integration.

• Method of Payment - BILL
• Payment Status - Sent to BILL
• Permission - Manage BILL Integration
  • This permission controls whether users can link or unlink vendor accounts and send payments to BILL.

In addition, the default BILL description and documents to include when sending payments to BILL can be configured. This allows for efficient sharing of relevant information and documents with your finance team about a grant payment. The default description and included documents can be edited as needed when sending individual or batch payments to BILL. Payments contains details on configuring the defaults.

1. Navigate to the payment record, and then update the Method of Payment to BILL.
    
2. Link the organization's BILL vendor account in GivingData.
   • If the organization's BILL account is not already linked, a notice to link the payee organization's BILL account is visible. Click Link Account to view a list of vendor accounts in your BILL instance.
   • If the account is already linked, skip to step 6.
      
3. Review the recommended vendors in the list or search for the vendor in your BILL account. You can search by the vendor's name, tax ID, or BILL vendor ID. After locating the correct vendor, click on the vendor, and then click Link Account.
   • If you do not yet have the vendor in your BILL account, you will need to add the vendor in BILL before you can link their vendor account in GivingData. Follow the link in the modal to add a new vendor in BILL.
      
4. A notification displays when the BILL vendor account is successfully linked to the payee organization in GivingData.
    
5. Once a payee organization's vendor account is linked, their BILL vendor details are stored on the organization record's About tab.
    
6. To send a payment to BILL, click Send Payment to BILL on the payment record.
   • The Send Payment to BILL button is grayed out if the user does not have the Manage BILL Integration user permission. 
7. Review the payment details, check the box confirming that you have done so, and then click Send Payment.
   • If the payment record does not have an invoice number on your Payment Record, click Generate an Invoice Number or enter one manually. 
   • The BILL Due Date is set as the payment record's Scheduled Date.
   • Edit the BILL Description field as needed. Up to 4000 characters are allowed.
   • Click the X icon next to any documents that should not be sent with the payment.

After the payment has been sent to BILL, the payment status in GivingData updates to Sent to BILL. The status of the payment in BILL displays on the payment record with the date and time of the latest update. To manually refresh the payment status in BILL, click the refresh button next to the time stamp.

Once the payment has cleared in BILL, the payment status in GivingData updates to Paid.

Prior to sending payments to BILL in batch, each payment record must have BILL set as the method of payment, and must have a BILL vendor linked. The Send a Single Payment to BILL section contains details on updating these items for individual payment records. The method of payment can also be updated in batch from a super search. 

It is recommended to create a saved super search with the BILL Vendor Details and Method of Payment columns added to verify that both items are updated for each payment record before sending the payments to BILL. Add additional columns as desired to assist with verifying payment details before sending payments to BILL. You can then follow the instructions below to send the payments to BILL in batch from the super search.

1. Run a payment super search for the payments that will be sent to BILL.
2. Check the box next to each payment to send to BILL.
    
3. Click All Actions, and then click Send Payments to BILL.
    
4. Check the box confirming that you have reviewed the payment details, and then click Update.
   • If a payment record does not already have an invoice number, it will be automatically generated when the payment is sent to BILL.
   • Edit the BILL Description field as needed. Up to 4000 characters are allowed.
   • Click the X icon next to any documents that should not be sent with the payments.
      

A notification displays once the batch action is complete. The notification lists any payments that did not successfully send to BILL.

Once a payment has been sent to BILL, the payment status in GivingData updates to Sent to BILL. The status of the payment in BILL displays on the payment record with the date and time of the latest update. To manually refresh the payment status in BILL, click the refresh button next to the time stamp.
 

Once the payment has cleared in BILL, the payment status in GivingData updates to Paid.

You can unlink a BILL vendor account when the payment status is not Sent to BILL. To unlink a BILL vendor account from a Payee Organization, navigate to the payment record and click Unlink Account. Confirm your decision to unlink the vendor account. A different vendor account can then be linked.

Unlinking a BILL vendor account from a payee organization is not possible while a payment to the payee organization has a payment status of Sent to BILL. The payment will need to be canceled in BILL or marked as Paid before a BILL vendor can be unlinked.

Payments that have been sent to BILL and paid need to be manually voided in BILL. A user with the Manage BILL Integration permission can void a payment record in GivingData, but will receive a notice that this action will only update the payment status in GivingData, but will NOT void the payment in BILL.