Paper check payments
Bill.com gives you the option to pay your vendors with paper checks. Here are some important details about paper check payments.
- Check styles and envelope issued to the vendor
- Payment memo customization
- Invitation to connect and get paid electronically
- Check codes
- Combine payments
- Deposit checks
- Check expiration
- View or print a copy of a cashed check and remittance
- Things to know
Check styles and envelope issued to the vendor
Bill.com issues two styles of checks. Your vendor may receive either or both styles, over time. Don’t worry, it’s all cosmetic! Regardless of which design we send, they work exactly the same. See the examples, below:
Payment memo customization
Customize the payment memo/remittance info on the check by adding to or overwriting the pre-populated invoice number and vendor account number when you schedule payment.
- If paying multiple invoices to the same vendor with one payment, instead of invoice number, the memo field will be populated with Multiple Invoices.
- Once saved, you can’t edit the memo field. If you need to edit the memo field, cancel the payment and reschedule it.
- The memo field has a limit of 70 characters.
- The payment memo field doesn't sync. You’ll need to manually update it in your accounting software.
Bill.com sends both styles of checks in the same style envelope. Sample shown below:
Tip: add a blank page for page one of the document associated if you don't want an image printed on the stub.
Invitation to connect and get paid electronically
If your Bill.com network profile is set to Public, we’ll print an invitation for you to get paid via ePayment on the check stub for all checks. This message will include your unique profile URL, so vendors can easily connect to receive payments electronically.
Vendors can sign up for a subscription-free Basic Receivables Bill.com account using the unique 8-digit code that’s printed on the check stub. Doing this will automatically connect the vendor's Bill.com account to the account paying them, allowing the customer to issue future payments via ePayment once the vendor's account is completely set up. If you're a vendor and you already have an account, you don't need the 8-digit code to connect to your customer. You can give your Payment Network ID to your customer so they can connect to you and send ePayments. To find your Payment Network ID:
- Select Network
- Select Access additional network features here
- Select My Network Profile
When you pay more than one bill with the same process date to the same vendor, you can choose to combine the bill payments in one check or to keep them as separate checks. A combined check is usually more convenient, but there are times when it may be necessary to send separate checks (e.g., for tax payments) for the simplicity of reconciling specific bills with a specific check number.
Combined payments The way combined payments work, is the vendor receives one check with a stub that lists the individual bill payment (up to 35 allowed) as shown below. The vendor also receives one email confirmation. There's a fee for one check — see our current pricing page for details. - If you've applied multiple vendor credits, up to three will be listed on the check stub. If you've applied three or more vendor credits, there will be a note that additional credits are applied after the listed three.
- If you've applied multiple vendor credits, up to three will show on the check stub. If you've applied more than three vendor credits, there will be a note that additional credits are applied after the listed three.
Separate payments work differently. For these, the vendor receives separate checks for each payment, and a check stub for each. . Each check stub shows the first page of the related bill (see above). The vendor receives one email confirmation for each bill payment. There's a separate fee for each check — see our current pricing page for details. Manage how you want to pay your vendors, under Payment Preferences. There, simply select whether you’d like to combine or separate checks for all vendors, have an individual vendor (vendor page), or an individual payment (when you pay bills).
Your vendor can deposit checks issued by Bill.com at their bank, and deposit it using their mobile deposit feature, just like any other check. However, they can’t deposit a check that’s issued by Bill.com, using an electronic check conversion service because their bank will reject the transaction. In this case, the check is still valid; the vendor will just have to deposit it normally.
Checks are issued with the words Void after 90 days printed on them. On the 91st day after the date of issue, the check expires.
- When the check expires, we'll automatically remit the funds to the originating bank account
- We'll notify all users with view payments permissions via email notification, when the check expires and we void it.
View or print a copy of a cashed check and remittance
After your vendor cashes a check, you’ll receive an image of the front and back of the cashed check, in your account. You can view or print it from the Payment Details page. Below are the instructions:
- Select Payments out in the navigation menu
- Select the Confirmation Number of the payment
- The check image is displayed in the check section of the payment summary screen. The remittance info will appear on the top of the page once you select Print.
Things to know
Unfortunately, you can’t track checks we send because we send using first class delivery service via USPS, which doesn’t provide tracking. When we mail paper checks, they aren’t postmarked and we mail them in bulk. If you require a postmark, you'll need to make those payments offline, or outside of Bill.com.
The maximum amount of a check payment cannot be greater than $99,999,999.99.
The Pay to field on a paper check has a 60 character limit
The Invoice number field printed on the check, the check stub, and payment confirmation email has a 20 character limit
- If your invoice number is longer than 20 characters, we'll print the last 20 characters of the invoice # on the check
The business name we use in your contact info on the check is the Company Name you've entered in your Company Profile
We sequence check numbers across all Bill.com payments, rather than within a given account. As a result, the checks aren't cut in sequential order.
From the Reports tab, create a Bill Payments report that lists all bill payments, including check payments and check numbers. You can perform other reviews of Bill.com payments by using the Payments In page that lists a complete payment history.
We simplify the bank reconciliation process! We'll make a single debit of your bank account for all payments processed on a particular day. Then, we cut checks from our Bill.com account, so you don’t have to match the check numbers to your bank account.