Manage your bank accounts

Before you can pay bills or receive payments on Bill.com, you must add a bank account to your Bill.com account. We make it easy to manage your bank accounts, whether you’re using the desktop or mobile app. For our customers on the go, you can perform most bank account management tasks with the tap of a few buttons.

Tip: Whoever first adds a bank must also add other users to that bank. These users will be able to schedule payments after they complete the identity verification process.

Requirements:

You should be a signer or have permission to authorize transactions on any bank accounts you add to your Bill.com account Users assigned the default Administrator and Payer roles can add bank accounts If you create custom roles for account users, you must select the Pay bills via Bill.com permission to allow them to add bank accounts


Jump to:

Managing your bank account in the mobile apps

Jump to:


Add a bank account with online banking

When you add your bank account using your online banking login credentials, you make your bank account available for immediate use. Here’s how you add a bank account:

  1. Select Settings in your Bill.com account.

  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page

  3. Select Set up new bank.

  4. Select Continue.

  5. If prompted, complete the identity verification process.

    • The system will prompt you to answer a series of questions to verify your identity. Use your personal information (full legal name, home address, etc.) when you answer these questions. We don't save this information. It’s only used for verification.

    • Each user should complete their own verification to avoid delays in payments, caused when you try to complete the identity verification for another user.

  6. Select the bank name (or search for your bank).

    • Enter your online banking login credentials and select Submit.
    • If you use Multi-Factor Authentication/2-step verification for online banking, follow the prompts to verify your identity.

Chase Bank users: as of 12/15/21, Chase Bank will be using a one-time token to verify your account and the last four digits displayed for the verification screen will be different from your actual bank account number. Please use this token to verify your bank account.

  1. Select Continue.

  2. Select the accounts you wish to use with Bill.com, add the category (Business or Personal) and name on the account for each. Then select Continue.

    • You must complete the required compliance information.
  3. Select Get started.

If you don't have the online banking credentials to add a bank through the online process, you can view the steps to add a bank manually in the next section.


Video tutorial:add a bank account with online banking
  

Add a bank account manually

  1. Select Settings in your Bill.com account.

  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page

  3. Select Set up new bank.

  4. Select X to close the link your bank window.

  5. Select Continue to add your bank manually.

  6. Enter bank account details and select Continue.

  7. If prompted, enter additional company info.

  8. If your bank is eligible, we'll send the test deposit instantly, and you'll see the message We're making a small deposit to your account.

  9. Check your bank account for the test deposit and enter it, then select Verify.

    • You can also select I'll do this later if you want to verify the test deposit later. Complete the verification below in the Verify manual bank account entry with random deposit section if you select this option.
  10. If your bank isn't eligible for the instant test deposit, wait for the test deposit to post in 1-2 days, then complete the verification below in the Verify manual bank account entry with random deposit section.

  11. If prompted, complete the identity verification process.

    • The system will prompt you to answer a series of questions to verify your identity. Be sure to use your personal information (full legal name, home address, etc.), to verify your identity. We don't save this information and we only use it for identification purposes.

    • Each user should complete their own verification, to avoid a delay in the bill pay process, caused when you try to verify for other users.. Trying to complete identity verification for another user could result in a delay in being able to pay bills.


Verify manual bank account entry with random deposit

If you manually added a bank account to your Bill.com account, and it wasn't eligible for an instant test deposit or you chose to verify later, you'll need to verify the bank account by entering the amount of the test deposit in Bill.com.

You must log in as the user who originally added the bank account to verify the test deposit. The test deposit will post 1–2 business days after completing the verification process. Once the test deposit posts, you have 14 days to enter the amount following the steps below.

After 14 days, you need to re-add the bank and send a new test deposit.

  1. In your To-do list, select Finish bank account setup.
  2. Enter the amount of the test deposit amount to the bank account.
  3. Select Verify.
    • If you don't see the To-do list item, you can also access the verification screen from the bank account page.
  4. Select Settings.
  5. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  6. Select the bank to verify, showing a Pending status under Verification status.
  7. Select Verify Account next to the pending verification status.
  8. Enter the amount of the test deposit that was posted to your bank account.
  9. Select Verify.

verify manual bank add deposit

You're now ready to use this verified bank account to pay and get paid!

Notes:

  • These instructions only apply to advanced paid Bill.com accounts. Subscription-free Basic Receivables accounts will only receive a test deposit of 1 cent, and they don’t require manual verification. Don’t worry, we won’t debit your bank account.

  • The test deposit will be a deposit and a withdrawal for a random amount less than $1.00, netting $0

  • Check the bank account for the test deposit or the withdrawal in your bank account. The transaction description will show your company name and Bill.com on the bank statement or online banking.


Verify your identity

The identity verification process protects our customers from financial fraud and potential cyber attacks. We take account security seriously, and perform federally regulated due diligence to verify identities and authorize money movement in accounts.

How verification works

To verify an account, we’ll ask you a series of questions about you, based on information pulled from your public record. We don’t save any of the information, since we only use it for verification purposes. We'll give you 3 attempts to provide the correct information before you’re locked out of the system. As a best practice to avoid payment delays, don’t try to verify another user’s information.

If you are currently outside the US but need to add a US bank account to your Bill.com account, or don't have a US public record history, we offer the option to verify your identity through documents.


Invalid bank account notification

If a bank rejects an ePayment transaction or a test deposit when you add a bank account, the bank account becomes invalid and inactivated on Bill.com. To reactivate it, you have two options:

  • Figure out what issue caused the deactivation by checking the bank return code.
  • Add a different bank.

You’ll need to get your bank return code to understand what issue caused the deactivation. Usually, if we can’t validate your bank, we’ll send you an email notification with the details on the issue and bank return code. You can also follow these steps to get your bank return code from your bank account audit trail in your Bill.com account:

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number that shows Invalid under Verification Status.
  4. Hover over Details and select Audit Trail.

The bank return code shows under New Value, and often includes details from your bank, explaining why we rejected the bank account you entered.


5 most common return codes

R01 - Insufficient Funds—the available balance isn't enough to cover the dollar amount of the debit entry.

R02 - Account Closed—a customer or a bank closed an active account.

R03 - No Account/Unable to Locate Account—the account structure is valid and passed editing process, but doesn't correspond to the individual or isn't an open account.

R16 - The account and/or its funds are currently unavailable. Funds in bank accounts are unavailable due to action by RDFI (Receiving depository financial institution) or legal order.

R29 - Corporate Customer Advises Not Authorized—a receiver (non-consumer) notified RDFI that the entry was unauthorized.

If your bank return code isn’t on this list, or if you have questions regarding one displayed, please contact your bank's ACH department.

Add a user to a bank account

After we verify your bank account in your Bill.com account, you can nominate additional users to pay bills from that bank account in Bill.com. The nominated user must have the required pay permissions as part of their user role.

Roles with pay permissions include:

  • Payers
  • Administrators
  • Custom roles with at least the Pay approved bills via Bill.com setting enabled

Here’s how you add a user to your bank account:

  1. Select Settings
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the Bank Account Number on the account the user will be added to
  4. Select Add on the Bank Account page
  5. Select the user to add from the dropdown and select Save

We send the added user an email asking them to log in to Bill.com and complete their bank authorization setup.


Remove a user from a bank account

An authorized bank user can remove another user from bank access in Bill.com. This is useful for when an employee leaves the company or when a change in duties removes their need to access the bank account.

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number.
  4. Hover over Details and choose Authorized Users.
  5. Select Details under Authorization Status for the user you want to remove.
  6. Select Remove Access.
  7. Select Yes to confirm.

Important notes about removing a user from a bank account:

  • Steps 1–7 won’t delete the user from your Bill.com account.
  • Steps 1–7 will prevent the user from being able to use the bank accounts you removed them from, but they’ll still be able to log into the Bill.com account.
  • If you want to remove a user from several bank accounts, you’ll have to repeat these steps for each account. If you’re not seeing the option to remove a user, and aren’t prompted to follow steps 1–7, that means you’re not an authorized user on that same account you’re trying to change. Instead, you’ll have to reach out to a user who's verified on that bank account to add or remove other users.
  • Users can't remove themselves from a bank account. Other bank users must complete these steps to remove themselves.
  • If the only person with access to a bank account on Bill.com is no longer with the company, contact Bill.com Customer Support by selecting Contact Us at the top of this page. After completing an account verification process, you can inactivate the bank account and a current user can then add the bank account again.

Set a bank account as default

On Bill.com, you can add multiple bank accounts to use to send or receive payments, but you can only set one bank account as your default account. You have two options:

Select different default accounts for each function (one default for sending or another default for receiving payments); or choose the same default account for both functions.

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number to set as default.
  4. Select Make Primary next to Default To Get Paid and/or Default To Pay

Note: if you've scheduled payments using a different bank account, they won’t automatically pull from the account you added as your default bank account. You’ll have to change those scheduled payments by canceling them and rescheduling them.


Automatically nominate administrator users to a verified bank account

A bank-authorized user can follow the steps below to set the bank account to automatically nominate administrator users to a verified bank account:

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number.
  4. Select the edit icon.
  5. Check the box Automatically Nominate Admins.
  6. Select Save.

Notes:

  • Nominated users will need to complete identity verification.
  • When a nomination is pending, an action item will be displayed to Complete your bank setup in the To-do list.
  • When Automatically Nominate Admins is enabled, a new Administrator user added to the Bill.com account will automatically be nominated to use that bank account.
  • The system will nominate users with roles other than Admin, individually, as long as the role has Pay permissions.

Separate or combine debits and credits to your bank accounts

You can choose whether you'd like to see your daily summary of transactions from your bank account in a combined view or individually.

  1. Select Settings in your Bill.com account.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the edit icon.
  4. Select your bank statement preference for payables and receivables.
  5. Select Save.


separate or combine transaction bank setting


The change will take effect the next business day.


Note: By separating debits/credits to your bank, you'll no longer use a Bill.com Money Out/Money In clearing account.


Change the name of a bank account

You can edit the name of the bank after you add it. If you have multiple bank accounts in your Bill.com account, it may be easier to manage the bank accounts by using nicknames. Only an authorized User on that bank account may make a change to the bank name.

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number.
  4. Select the edit icon.
  5. For Bank Name, enter a name for the bank account. This is your choice and can be a nickname or other identifier to help you distinguish between bank accounts.
  6. Select Save.

Edit a bank account

Once you add a bank account to a Bill.com account, you can make limited changes:

You can't edit the account or routing number, or delete the bank account information completely for auditing purposes. If you need to change the account or routing number, inactivate the bank account and re-add it.


Delete/inactivate a bank account

You cannot inactivate a bank account until we verify your identity. For auditing purposes, you can’t delete bank account information. Don’t worry! Your account is safe no one can use your account to make payments once you’ve inactivated it.

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Bank Accounts under Your Company if your Settings page looks like this: Settings Page

    Select Bank Accounts under Bank & Payment Accounts if your Settings page looks like this: New Settings Page
  3. Select the bank account number.
  4. Select the trash can icon.
  5. Check the box and select Confirm.

Payments in process

  • We lock remittance information when a payment process is complete, to make sure that when you add a new bank account to receive payments, those payments in progress will deposit, uninterrupted. They'll deposit into the bank account you had previously set as Default To Get Paid, at the time the payment was processed.

  • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule payment.

  • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it is set as the Default To Get Paid.


Missing compliance data error

If you get a Missing compliance data error, it’s because you’re missing information on the company profile.

To resolve:

  1. Select Settings.
  2. We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

    Select Profile under Your Company if your Settings page looks like this: Settings Page

    Select Company Information under Company Profile if your Settings page looks like this: New Settings Page
  3. Select Edit.
  4. Fill out any empty fields.
  5. Select Save.

Things to know

  • We'll send an email to all Administrator users on the Bill.com account when a bank account is added.
  • Once your bank account is active/verified, any bank authorized user can nominate other users with pay permissions to be authorized to pay bills from the same bank account.
  • There's no limit to the number of bank accounts that you can add.
  • A bank-authorized user can update the default bank to pay and to be paid from the Bank Accounts page.
  • Note for Chase Bank users: As of 12/15/21, Chase Bank will be using a one-time token to verify your account and the last four digits displayed for the verification screen will be different than your actual bank account number. Please use this token to verify your bank account.

Add a bank account with online banking - iOS mobile app

  1. From the Home screen in your Bill.com app, select the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign (+) in the top right corner
  5. If prompted, complete the identity verification process
    • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
    • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
    • Each user should complete their own verification, it isn't advised to try the verification for another user
  6. Select Verify instantly
  7. Select Continue
  8. Select your bank name to select, or search in the search bar if you don't see your bank listed
  9. Enter your online banking login information, and select Submit
    • You may be prompted to complete 2-step verification, depending on your bank
  10. Select Continue
  11. Select the account you'd like to add, and enter the Account Holder Name
  12. Select Finish

Add a bank account with online banking - Android mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign +
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification. Trying to complete identity verification for another user could result in a delay in being able to pay bills.
  5. Select Verify instantly
  6. Select Continue
  7. Select your bank name to select, or search in the search bar if you don't see your bank listed
  8. Enter your online banking login information, and select Submit
  9. Select Continue
  10. Select the account you'd like to add, and enter the Account Holder Name
  11. Select Finish

If you don't have the online banking credentials to add a bank through the online process, you can view the steps to add a bank manually in the next section below.


Add a bank account manually - iOS mobile app

If you don't have an online banking login credentials, or you don't want to add a bank that way, you can add a bank account manually.

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign (+)
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification. Trying to complete identity verification for another user could result in a delay in being able to pay bills.
  5. Select Verify in 1-2 business days
  6. Enter the details for the bank account - all fields are required.
  7. Select Finish
  8. Select Confirm to confirm you have signing authority on the bank account
  9. Select I'm done
  10. Wait for the test deposit to post in 1-2 days then complete the verification below in the Verify manual bank account entry with random deposit section

Verify manual bank account entry with random deposit - iOS mobile app

  1. In the Bill.com app, select Finish setting up bank account xxxx
  2. Enter the amount of the test deposit
  3. Select Verify

Add a bank account manually - Android mobile app

If you don't have an online banking login, or you don't want to add a bank that way, you can add a bank account manually.

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select the plus sign +
    • If prompted, complete the identity verification process
      • The system will ask a series of questions to authenticate you. We don't save this information. We just use it for identification.
      • Be sure to use your personal information (full legal name, home address, etc.), as we are verifying your identity
      • Each user should complete their own verification. Trying to complete identity verification for another user could result in a delay in being able to pay bills.
  5. Select Verify in 1-2 business days
  6. Enter the details for the bank account - all fields are required
  7. Select Finish
  8. Select Confirm to confirm you have signing authority on the bank account
  9. Select I'm done
  10. Wait for the test deposit to post in 1-2 days then complete the verification below in the Verify manual bank account entry with random deposit section

Verify manual bank account entry with random deposit - Android mobile app

  1. In the Bill.com app, select Finish setting up bank account xxxx
  2. Enter the amount of the test deposit
  3. Select Verify

Edit a bank account - iOS mobile app

Once you add a bank account to a Bill.com account, you can't edit or delete the bank account information completely for auditing purposes. You can only edit the select fields below:

  • Bank Name
  • Account Holder Name
  • Default bank for payments in
  • Default bank for payments out

If you need to edit the account or routing number, you'll need to archive the account and re-add.

Edit a bank account:

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select Edit on the bank you want to edit
  5. Make the changes you'd like
  6. Select Done

Edit a bank account - Android mobile app

For auditing purposes, you can't edit or delete the bank account information, completely, once you've added it to your Bill.com account. You can, however, edit the select fields below:

  • Bank Name
  • Account Holder Name
  • Default for payments in
  • Default for payments out

If you need to edit the account or routing number, you will need to archive the account and re-add.

Edit a bank account:

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select Edit on the bank you want to edit
  5. Make the changes you'd like
  6. Select Done

Archive a bank account - iOS mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars in the top left corner
  2. Select Settings
  3. Select Bank Accounts
  4. Select Archive on the bank account you want to archive
  5. Select Ok to confirm

Payments in process

  • Scheduled payments

    • When you inactivate a bank account, you automatically cancel all scheduled payments that are set to process from that bank account.
    • For payments that were processed from a bank account that's inactivated from Bill.com needs to be voided and reissued, expect the following:
      • If the bank account is still open--even if the account has been inactivated in Bill.com--we'll return the funds to the issuing bank account
      • If the bank account is no longer open, our attempt to return the funds will fail. We'll send an email notification to the authorized users on that bank account, requesting them to contact Customer Support to let us know which bank account to which we can redirect the funds.
        • The bank account you provide to which we'll redirect funds, must be active in the Bill.com account
  • Receiving payments

    • We lock remittance information when a payment process is complete, to make sure that when you add a new bank account to receive payments, those payments in progress will deposit, uninterrupted. They'll deposit into the bank account you had previously set as Default To Get Paid, at the time the payment was processed.

    • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule payment

    • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it is set as the Default To Get Paid.


Archive a bank account - Android mobile app

  1. From the Home screen in your Bill.com app, select on the Options bars
  2. Select Settings
  3. Select Bank Accounts
  4. Select Archive on the bank account you want to archive
  5. Select Ok to confirm


Payments in process

  • Scheduled payments

    • When you inactivate a bank account, you automatically cancel all scheduled payments that are set to process from that bank account.
    • For payments that were processed from a bank account that's inactivated from Bill.com needs to be voided and reissued, expect the following:
      • If the bank account is still open--even if the account has been inactivated in Bill.com--we'll return the funds to the issuing bank account
      • If the bank account is no longer open, our attempt to return the funds will fail. We'll send an email notification to the authorized users on that bank account, requesting them to contact Customer Support to let us know which bank account to which we can redirect the funds.
        • The bank account you provide to which we'll redirect funds, must be active in the Bill.com account
  • Receiving payments

    • We lock remittance information when a payment process is complete, to make sure that when you add a new bank account to receive payments, those payments in progress will deposit, uninterrupted. They'll deposit into the bank account you had previously set as Default To Get Paid, at the time the payment was processed.

    • If that bank account is no longer active, the payment will fail. Contact your customer to reschedule payment

    • Payments with process dates after the update will use the new bank information if the new bank is specifically chosen or if it is set as the Default To Get Paid.