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FAQ: Paying your bills through Expensify

Christina DobryzynskiChristina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 201 Expensify Team
edited 12:52AM in Getting Started

Questions about receiving a bill


Can I forward a bill to myself (or have a bill forwarded from a teammate)?


Not at this time.

Currently, a bill needs to be sent to [yourdomain.com]@expensify.cash directly from the vendor.


What email address should I give my vendors/suppliers to receive bills in Expensify?


You'll want to give your vendors/suppliers the domain at the end of your email address.

For example:

[email protected] will request his vendor bills be sent to thisismydomain.com@expensify.cash.


Who is the primary contact for the bills?


It's the email address listed at Settings > Domains > [Domain Name] > Domain Admins > Primary Contact.


Do I need to have a private domain to receive my bills in Expensify?


Yes.

A private domain is required.


Does my vendor/supplier need an Expensify account?


Nope!

We will automatically create an Expensify account for your vendor when they send a bill to you at [yourdomain.com]@expensify.cash.

We will pay your vendor via a physical check mailed to his/her business address. There isn't a need for your vendor to connect a personal bank account to Expensify at this time - since payment via ACH is not available at this time.


Can I add bills to my account or does a bill need to come from a supplier?


Not at this time.

Currently, a bill needs to be sent to [yourdomain.com]@expensify.cash. But we can see how it would be helpful - we're discussing this at the moment!

If you'd like this feature, feel free to send us a chat message and let us know!

Can a vendor send me a bill for any amount?


Yes - assuming your vendor isn't billing you for a million dollars! 💰

There is no minimum or maximum amount that can be paid in Expensify.

Questions about paying a Bill


How do I pay a bill?

Click the Pay button in the upper left corner of a bill. Check out this support article with information about paying a bill.

We currently support payment by Check which relies on the Business Bank account connected to your Expensify account.

Because of this, Bill Pay is currently only available for US companies. 

Please reach out to concierge if you would like to use Bill Pay for international vendors/suppliers - we want to hear from you!


Why can't I pay an invoice?

You can pay the bill.

If you have an invoice in your account that looks like this, it's because there is a bill associated with that invoice. Click the button at the top of the invoice to be redirected to the bill. You can Pay the bill.

How is my vendor paid?

We will mail a physical check to your vendor for the amount of the bill. In order for us to do this, you'll need to have a business bank account connected to your Expensify account - to draw the funds for the check.

The physical check will be mailed directly to a vendor address you provide.


When I pay the bill, where does it go?

After a bill is paid, it will be in a Paid state and searchable on the Reports page. It's always an option to export the bill to your connected accounting software.


Can the check I mailed to a vendor be cancelled?


Not at this time, we don't have an option to cancel a physical check mailed to your vendor. Because of this, please ensure the vendor mailing address you provide is current.


Will you cover any late fees for the bill arriving after it was due?


No, we won't cover any delayed payments. We can provide you with estimated delivery of the bill so you can reach out to your vendor to notify them of the arrival date.


Questions about approval workflow/sharing a Bill


The bill must be approved by my finance team before it's paid, what's the approval workflow like for bills?


Great question! The bill will automatically follow the approval workflow for the primary contact who received the bill.

With each approval, it will be available for review from the Inbox. The final approver can click the Pay button at the top of the bill to pay it.

I just noticed the bill I received from my vendor/supplier is incorrect. How do I edit the bill?


Reach out to the vendor.

You'll want to reject the bill in Expensify, reach out to the vendor/supplier and request a revised bill be sent to [yourdomain.com]@expensify.cash.

Once you reject the bill, you can delete the invoice associated with that bill. When the vendor/supplier sends you a new bill, we'll automatically create a new invoice for that bill.

Where is the PDF of the vendor invoice I usually get?


The PDF is available on the invoice associated with the bill.

The invoice is available in the primary domain contact’s Reports Page.

If others would like to view the PDF, you can share the invoice or add the others as a copilot to your account so they can access all future invoices and bills.

How do I share a bill or invoice with others?


Click the Share button on the invoice or bill.

Sharing a bill or invoice with another member of your group policy can be done by clicking the Share icon on the bill or invoice.

Another option is to add a user as a copilot so he/she can access your Expensify account and view the bill and invoices from your Reports page.


Questions about exporting a bill to a connected accounting package


Can I add GL codes to my bill?


Yes!

The bill can be coded based on the GL codes importing from the connected accounting software (Xero, QuickBooks Online, Sage Intacct, NetSuite, QuickBooks Desktop). The bill can be exported to the connected accounting software (just like any expense report).

Have any additional questions, reach out to Concierge!

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Comments

  • BexouceBexouce Expensify Customer Posts: 1 Expensify Newcomer

    This is very exciting - How can we see this in action?

    • I'd like to see how an invoice can be categorized by GL Account and Department, so that it then follows a unique approval flow based on the type of expense and budget bucket before getting processed
    • I'm not understanding why your note says you currently pay by check when SVB uses Bill Pay and that's possible to make payments via ACH. Perhaps I've misunderstood, but how do we keep all this electronic and in the 21st Century?
    • Very interested to see the audit trail and how it exports to Xero (eg: is the invoice itself also exported and attached in Xero?


  • Lauren SchurrLauren Schurr Expensify Team Posts: 93 Expensify Team

    Thanks for your feedback @mainspring! We're currently working on implementing the first part of your feedback to allow users to send invoices in themselves. That will be one of the first things we implement now that we've launched the Bill Pay feature.

    Regarding approval workflows, if you don't want to use your normal approval workflow, you could check out category approvals as an alternative.

  • Lauren SchurrLauren Schurr Expensify Team Posts: 93 Expensify Team

    Thanks for your feedback and questions @Bexouce!

    -Regarding categorization, the bill is placed on the recipient’s primary policy and can be coded accordingly just like any other expense or report. Just as I mentioned above, if you don't want to use your normal approval workflow, category approval is something to consider.

    -Bill Pay is checks only for launch, but we’ll be looking into ACH in the future.

    -Bills will export to your accounting platform just like reimbursable expenses currently.

    Let me know if you have any other questions!

  • DavidDSDavidDS Expensify Customer Posts: 4

    I really like the idea of consolidating our non-credit card expenses in one place.


    How do you code a bill to multiple cost codes? For example, right now we have to split charges to use multiple cost codes and customers. This happens rarely and it makes reconciliation in quickbooks more difficult (but manageable with only 2-3 instances of this per card per cycle).

    We have bills that might include cost codes for trim carpentry, flooring, tile and exterior wood decking all on one customers invoice (though we also get bills that are 100% one cost code).


    Being able to upload bills ourselves is also necessary before we can implement this, our vendors are a diverse group and this may be hard to get them all onboard with (some use paper receipt books still)

  • Zany RenneyZany Renney Expensify Customer, Expensify Team Posts: 83 Expensify Team

    Hey @DavidDS

    Are you saying you need to subcategorise the Bills? If so, I'd suggest multi-level tagging. You can find out how to do this in this step--by-step guide here.

    Have a read of that article and let me know if it would suffice for your use case. Otherwise we can dig deeper to understand how we can support you.

    If you have an idea of how to make this better, please do add it as an "Idea" so we can gather use cases for this!

    Thank you.

  • DavidDSDavidDS Expensify Customer Posts: 4

    I can see how this would be useful, but it looks like you can't break out different dollar amounts to different tags (ie cost codes), only add additional cost codes.


    I wish there was a way to have a sandbox account to test these advanced features without impacting our workflows

  • Zany RenneyZany Renney Expensify Customer, Expensify Team Posts: 83 Expensify Team

    @DavidDS Could you try creating a Sandbox Policy?

    We bill based on active users not number of group policies so you can create a new group policy for testing.

    Let me know how you get on!

  • Nicolette_A95Nicolette_A95 Expensify Customer Posts: 1
    edited October 19

    Is there a feature that remembers what GL codes were keyed in previously for repeating bills?

    Regarding the approval workflow, is it possible to send suppliers to specific approvers?

  • Christina DobryzynskiChristina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 201 Expensify Team

    Hi there, @Nicolette_A95!

    Great questions!

    Is there a feature that remembers what GL codes were keyed in previously for repeating bills?

    GL Codes (Categories in Expensify) are implicit (aka 'sticky'), which means if you receive a bill from the same vendor each month, a category set on a past bill expense should automatically assign to the future bill expenses. 

    Another option is to create an expense rule for that vendor expense.

    Regarding the approval workflow, is it possible to send suppliers to specific approvers?

    A bill will follow the approval workflow for the person paying the Bill is Expensify.

    It is an option to create an approval workflow for specific Categories and Tags (as long as you don't use multi-level tags). Take a peek at the details of this approval setting here.

    Do you think setting a specific Category approval workflow would work for your bills?

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