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How To Manage Your Accounts Receivable With Bill.com

July 12, 2012 | By | 5 Replies More

Managing your accounts receivable in Bill.com is pretty easy once you have it set up. In fact when you originally set up your Bill.com account most of your accounts receivable was set up along with the rest. When you set up and run the application’s sync all of your items, customers, and open invoices were brought into your account. Now it’s just a matter of making a few decisions and editing some settings and templates.

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The first thing you will want to do when setting up your Bill.com account to handle your receivables is set your “Branded Website Address.” This gives you a web page you can send your customers to so they can pay you online. Those who may already have an account with Bill.com can log in, otherwise there is a link for those who don’t have an account. They do not need to create one. All they have to do is fill in a short form identifying the invoice they want to pay. The “Branded Website Address” is easy to set up. As the video above demonstrates, you go into your overview and it is the first choice under “Accounts Receivable.”

Once you think you are ready to manage your accounts receivable through Bill.com you have a few decisions to make:

  • Do you want to invoice from Bill.com or QuickBooks?
  • If you are going to use Bill.com for invoicing is the invoice template important to you?
  • What method(s) of payment do you want to accept within Bill.com?

If you want to invoice from Bill.com then you are probably going to want to set up your invoice template. There are 3 basic templates to choose from in Bill.com.

  • Clean
  • Classic
  • Modern

Once you’ve chosen your invoice template you can change what some of the labels say in terms of the Date, Item, Description, Quantity, Price, and Amount. Then you can add a customer message, just like QuickBooks lets you do.

The next thing to do is set up your e-mail template. I did not cover this in the video. Once you choose this option from the overview you will see how simple this is. Click the “Edit” button at the top right and you will see this:

Bill.com email template

You can re-write all you want and to the right you use the drop down on the right to select a database element as follows:

Bill.com email database elements

As you can see it is pretty basic and very straightforward. Choose your element and then the box below will contain the ‘code’ that you insert into the template so that Bill.com will know which information to insert from the customer profile or the transaction (i.e. invoice #). This allows you to easily customize and personalize the e-mail that goes out when you send an invoice directly from Bill.com.

If you plan to continue using QuickBooks to create and send your invoices then you only need to edit the template so that you can include your “Branded Website Address” on that template and it is probably a good idea to include a nice big bold label that says something like,

“Hey Pay Your Invoice Online. It’s fast and convenient and we will really like you if you do!..”

There are 3 ways to accept payments from customers with Bill.com

  • Direct to your bank account
  • PayPal
  • Credit Card.

These are all very easy to set up as the video above demonstrates.

Finally you can set up your e-mail auto reminders.

This is a great way to automate the management of your accounts receivable. This is not covered in the video but works almost the same as setting up the e-mail template that goes out with the invoices (above). Here you have 3 templates to set up. One for invoices that are 30 days (and you can change this setting). The next one defaults to 60 days, and the 3rd one is set by default for 90 days. This is great because you can edit these e-mails and make the language stronger as the invoices get older.

As you can see setting up and managing your accounts receivable in Bill.com is very easy. Once this is done the rest is simple. Send your invoices, sync with QuickBooks (or whichever accounting software you are using) and manage it. Most of the management can be automated with your Branded Website Address and the automated e-mails that go out to remind people to pay. So there is very little for you to do beyond setup!

Got questions, an experience to share, or feedback? Please post your comments below and click over from the video to our YouTube channel and please subscribe.

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Category: Expert's Corner, For Consultants/Accountants, For Small Business Owners, Product Reviews, QuickBooks Add-ons, Seth's Video Blog, Success Tips

About the Author ()

I started Nerd Enterprises, Inc. in 2003 and continue to work with individuals and companies to cure their financial headaches. Training, writing, blogging, social media and generally building communities around these areas as well as technology has become another passion of mine.

Comments (5)

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  1. There are a few limitations with Bill.Com invoicing. If you are sending your client back-up of bills or receipts, Bill.Com will not e-mail or mail these for you when using the Zen service. However, you can add these documents to Bill.Com and allow your customer to retrieve their documents on-line. You just check the box to allow the client to see their documents.

    On the reminder side, it will not send all outstanding invoices in one e-mail or mail package. It will do it one at a time. It will not create statements either. However, you can add a statement to the client documents.

    So far, it appears designed for very simple billing. The BIG positives are that your A/R documents are securely on-line, your clients can pay you via ACH, Paypal or Credit Card without the need for a merchant account and monthly merchant fees and it has a great automatic reminder system so that your clients are constantly reminded to pay.

    • Seth David says:

      Thanks Laura. For now I am thinking I will continue to do my billing in QuickBooks and then Sync up. In fact this week in 2 cases for some reason clients were not able to pay for one of my subscription sites so I just created the invoice in QuickBooks and I added my Bill.com payment link to the E-mail that QuickBooks sends. Then I just synced up with Bill.com and within minutes the clients were able to sign in to Bill.com and pay the invoices. Then the next time I synced, the invoices were marked paid and the funds were deposited for me into my Bill.com funds account. So now I am guessing that once the funds clear my bank account bill.com will show the transfer on syncing to my QuickBooks file.

      I am really loving Bill.com so far!!

  2. I’m actually not using Bill.com for my own business at this time (at least, not yet), but I AM working with someone who DOES use it. From my standpoint it is very nice – I just email my invoice to the address provided. When the invoice is paid I get a notice that the payment was made by ACH. Then I get a notice that the funds should be available in my bank account. Very nice, much better than I get if someone is just paying me via QuickBooks, or even Intuit PaymentNetwork.

    When you are evaluating products like this you have to look at it from many angles. Certainly you look at it to save you time and effort. You also need to look at how this treats your vendors and/or clients. From a vendor standpoint, I like it when my clients are using this.

  3. I don’t need it for my business yet since I really only pay two phone bills a month. So far, only one client is using ACH to pay me. Most everyone else is writing me checks. I wish they would use the on-line something since its time out of my billable day to go to the bank.

    I spoke to a clients’ customer today and he is looking forward to the convenience of paying on-line and the ability of being able to see his open invoices or to send me notes if he has any questions. Gradually, clients’ customers or vendors will love the service. They have to take a risk and try it.

    As you said Charlie, the various angles do have to be evaluated when using it for clients. I find the younger, more technical crowd embracing it easier than the over 50 crowd.

    Seth great point on adding the link for Bill.Com to your QB invoice e-mail form. I like the tip. I added it to the customers’ QB invoice template as well.

  4. Alex says:

    I’m very interested in using quickbooks for my bookkeeping service. I like everything about Bill.com besides the risk of my clients finding out that we are using Bill.com. Are there any competitors that provide the same cloud interface for bookkeeping services, but link back with quickbooks or my client’s bank to pay bills instead of bill.com appearing on my client’s bank statements?

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