Frequently Asked Questions

Can businesses track and print invoices?
Yes, within Bill & Pay you can see your complete history with a customer, regardless if the customer paid online or mailed in a payment. If they pay online, the information is synced to QuickBooks. If you enter a manual payment into QuickBooks it will be synced to Bill & Pay as paid. In all cases you can always print invoices from either QuickBooks or Bill & Pay, they have the same information.
Can we run Bill & Pay on a server or hosted site?
Yes, Bill & Pay runs successfully on servers and hosted sites, as long as the Administrator sets up the installation so the Bill & Pay Desktop Manager can connect to QuickBooks for syncing. Once installed any users will be able to login to the account through the server/site, or from any browser window.
Do I need a credit card merchant account? Can I use my existing Intuit Merchant Services, or another merchant account, with Bill & Pay?
You only need a merchant services account if you want to allow credit card payments through Bill & Pay.

Bill & Pay is compatible with QuickBooks Intuit Merchant accounts. A business that currently has an Intuit Merchant account can continue using that same merchant account and accept credit card payments using Bill & Pay. Bill & Pay includes a wizard which links your QuickBooks Intuit Merchant Services account to your Bill & Pay account. Once linked, you will be able to accept credit card payments from your customers through Bill & Pay. This integration includes the ability to use Intuit Merchant Services reconciliation feature to automatically turn Bill & Pay credit card payments into reconciled deposits.

If you have another merchant services account provider, please contact us at [email protected] to learn more about how to connect your existing merchant services to your Bill & Pay account.
Do I need QuickBooks software? What about other software?
We offer a seamless integration with all versions of QuickBooks, the #1 US business accounting software. You can learn more at

For non-QuickBooks users we have a version called Bill & Pay "Easy Invoice".

We also have a full integration with Xero accounting software and an API for integration with other software and systems - please contact us for more details at [email protected]
Easy Invoice - How does it work?

Bill & Pay Easy Invoice is a stand-alone A/R solution. You can create and send invoices, run payments, add payment links to your website, setup autopay and lots more. Easy Invoice includes a full suite of A/R reports. There is no accounting software integration with Easy Invoice.

Go to our Videos page on our website to watch a 4 minute demonstration.
How do customers pay invoices?

Customers have multiple options to make payments.

A customer can make a payment without logging in. They simply need to follow the link in the invoice notification email and enter their payment information.

Customers can be directed to your business website where they can follow links we provide you, to make payments, create their account, or log in.

Also, a customer can enroll using the link in the invoice notification email or invitation email sent by the business. Afterwards, they can log into their account from by clicking "Log In" or follow the links in the emails they receive. They can also login through your business website if you have enabled our website links. Once logged in, a customer can review invoices, make payments, setup auto-pay, and save account information for future use.
How do I get Help Desk support?
Bill & Pay provides a Help Desk to assist users with questions and technical support issues. The best way to reach us is through the "Support" button in your account, found in the left hand menu. Here you will find FAQs for Bill & Pay, and a link to submit a support ticket. This triggers an immediate email to our Tech Support team with your contact information attached. There is a complete tracking process that documents all your support history for future reference.

If you are unable to access your account to submit a support ticket, please send an email to [email protected] Be sure to give us your contact information and as much detail as possible about the issue you are experiencing. Including screenshots that show the problem will usually help our support team provide a quick resolution.
How does a payment get entered back into QuickBooks?
You never have to manually enter account information for payments customers make. Whether the business or the customer makes an electronic payment, they choose how much payment to apply to each of the invoices they have a balance due on. This means they can also make partial payments. The invoice is marked as paid or partially paid. Bill & Pay automatically adds these payments to QuickBooks on the next synchronization. A/R is credited appropriately and a debit is made to the deposit account as an undeposited fund.
How does Auto Pay work?
Automatic payments are setup per customer: monthly, weekly, twice monthly or on the invoice due date. Bill & Pay checks for new invoices to auto pay based on the rules setup in the Biller's Control Panel. Automatic payments pay the amount of the invoice, which can vary each time. Bill & Pay sends a payment receipt email to your customer after the payment is processed. From this confirmation email, customers can click a link to log into their account and see their invoice and payment history. More details and options can be found in your Bill & Pay account under Advanced Options/Auto Pay.

Overview of Auto Pay features:
  • Auto pay can be monthly, weekly, twice monthly or on the invoice due date
  • Bill & Pay pays the amount of the open invoice
  • All open invoices synced from QuickBooks are automatically paid on the auto-pay date or invoice due date
  • Automatic payments can be setup using ACH or a credit card
  • The business or the customer can enter their auto pay account information
  • Customers receive a confirmation email of their auto payment (this can be turned off)
  • Customers can receive an advanced email notice of an upcoming auto payment (optional and off by default)
  • You can setup auto pay credit card expiration email reminders
  • You can prevent auto pay based on the QuickBooks invoice template (QuickBooks Desktop only)
  • You can setup a maximum payment amount that is applied to the oldest invoice
  • You can require all customers to signup for auto pay. When the customer is emailed and clicks the link to pay, they are instructed how to setup automatic payments.

How does Bill & Pay work with QuickBooks

How does it work if some customers want to continue to pay by check?
The business can always print (and mail) invoices from either QuickBooks or Bill & Pay. Customers can choose to print the invoice when they receive the email, and mail in payment, rather than electronically pay.

Bill & Pay contains the complete history for a customer regardless if the customer paid online or mailed in a payment. If customers pay online, the information is automatically synced to QuickBooks. If the business enters a check or other manual payment into QuickBooks, it is synced to Bill & Pay.
How long does it take to reconcile back to QuickBooks once a customer makes an online payment?
It takes 1-5 minutes to process payments, which are then posted to QuickBooks during the next synchronization. The invoice is marked as paid and is automatically moved to "undeposited funds". You can setup the sync to be automatic whenever a payment is made by clicking "Automatically check for and sync new payments" found under the "Options" tab at the top of the Desktop Manager.
How much will Bill & Pay save me?
Consider the savings in printing and postage, as well as the time and effort put into invoicing, handling checks and posting payments. Speed up cash flow and improve collections. Estimated savings for a business with 100 invoices monthly is somewhere between $3,000 and $9,500 annually.
How quick can I get setup and see what Bill & Pay can do for our business and our customers?
A minute or two to register for your account, a few more walking through a setup wizard. After time to sync (if you are a QuickBooks user) you have 30 days to use it for free. Set up Bill & Pay to meet your needs, and deliver your invoices. You can activate with payment processing at any time. We have users who have connected their existing credit card merchant account and were getting paid within minutes.

Register for a free 30 day trial and we include 30 minutes of free training! Tell us how we can help at [email protected]
I can email using QuickBooks now so why use Bill & Pay?
Some versions of QuickBooks provide the invoice email capability, if you are fully upgraded.

Bill & Pay offers much more with a complete customer portal branded as your business. Flexible automatic payment options and payment due reminder emails help to make sure you get paid on time. Your customers can pay online or setup recurring payments. You can also enter payments into Bill & Pay for processing. All payments will be automatically posted into QuickBooks. The invoice is marked paid, A/R is credited and the payment posts to undeposited funds.

With Bill & Pay, you can select the credit card processor you want. We provide the ACH processing.
Is Bill & Pay PCI compliant?
Bill & Pay is Level 1 PCI compliant. We are listed under our parent company, i3 Verticals. Upon request we can send a copy of our PCI Attestation of Compliance.

Is Bill & Pay secure? Is my data safe?
Bill & Pay takes all necessary measures to make sure information is as secure as possible by maintaining physical, electronic and procedural safeguards designed to prevent unauthorized access to confidential information.

This includes Managed Hosting, Firewall Security, SSL Encrypted Communication, Phishing Prevention, Off-site Back-up and more. We chose Rackspace because of their history of providing highly available, secure hosting solutions. We are a Level 1 PCI compliant service provider. All payment account numbers are encrypted and stored with a third party which we access via a token to process the payment.
What are the benefits of using this service?
  • Save time & money - no postage, paper, data entry
  • Speed up cash flow
  • Improve collections: Auto email reminders
  • Sync with QuickBooks
  • Cost-effective
  • Easy to set-up, use and customize

What does Bill & Pay do compared with QuickBooks?
QuickBooks remains the source for all invoice creation and changes. Bill & Pay is an add on interface that facilitates online invoice presentment and payment. Bill & Pay sends a new invoice notification email and link to customers. Customers click the link to pay or have the option to create an account to view all of their invoices and payments. Payments are made from the customer's bank account or credit card. All payments are automatically posted into QuickBooks.

Bill & Pay allows you to work with any merchant account as long as they use one of the many gateways we are integrated with.

Bill & Pay has a significant number of features that QuickBooks doesn't have like auto-payment options including ACH or Credit card. The customer or business can setup auto-payments. Bill & Pay pays the invoice based on the invoice amount and date. Other features include reminder emails, adding surcharges, making partial payments, branded customer portal.
What if I don't have email addresses for my customers?
When a new customer signs up for the service they will be asked to enter their email address and this will automatically be added into Bill & Pay, so you won't need to get it or add it to either QuickBooks or Bill & Pay.
What if I manage more than one company's records in my QuickBooks account?
Your Bill & Pay Desktop Manager can be setup with tabs to access each of your Bill & Pay desktop accounts. Only one sync can occur at a time between a Bill & Pay account and a QuickBooks company file.

Your Bill & Pay company account looks for the specific file path to the QuickBooks company file you set up with your first sync. If you have "Company A" QuickBooks file open, and open "Company B" Bill & Pay account, you will receive a notice asking you to close QuickBooks or open the correct QuickBooks file. When QuickBooks is not open at all, then Bill & Pay will follow the natural file path to find the right company file.

If you have multiple QuickBooks Online accounts associated with your login, you will need to create additional Bill & Pay accounts from our website. Accessing the secondary accounts will also be from our website rather than using the integrated apps found in QuickBooks Online.
What versions of QuickBooks does Bill & Pay work with?
Bill & Pay is compatible with the following versions of QuickBooks:
  • QuickBooks Online
  • QuickBooks 2002+ Pro
  • QuickBooks 2002+ Premier
  • QuickBooks 2002+ Enterprise
  • QuickBooks 2002+ Accountant
  • QuickBooks Mac from App Store (QuickBooks Online)

Why accept ACH instead of credit cards payments?
Bill & Pay service offers a lower cost solution because customers can pay from their checking or savings accounts using ACH technology. Automated Clearing House (ACH) is an electronic network of batched financial transactions in the United States. Rules and regulations governing the ACH network are established by NACHA-The Electronic Payments Association and the Federal Reserve.

ACH costs less than credit card payments and thus is a good alternative or additional option to include. While there are many rising costs that businesses can't control, they can work to control credit card fees by encouraging customers to pay via ACH.
  • Reducing Credit Card costs can help Businesses keep their prices lower or prevent future price increases.
  • Reducing Credit Card costs can allow Businesses to invest in other projects that can benefit their customers.
  • Credit Card fees can be 2-3% of an invoice, plus other costs like gateway fees and transaction fees add up.
  • Businesses can give customers an incentive for switching, passing savings to the customer if they pay with ACH.
  • Businesses can leverage their relationship with the customer and "ask for their help" with a green solution.
  • For many small Businesses, ACH payments has become a new company policy.
  • ACH doesn't increase customer debt.
  • With ACH, customers aren't paying interest fees on their outstanding balance.
  • With Bill & Pay, paying with ACH is as convenient and easy as paying with a credit card.
  • The business can allow only ACH payments, yet still turn on credit card for those customers who mandate it.

Bill & Pay is the complete

invoicing and payment solution that has the best integration with QuickBooks and Xero. Accept ACH and Credit Card payments with any merchant account.