General

General

Account Types

Learning Objectives

After completing this course, you will be able to:

  • Identify all types of Bill.com accounts

  • Differentiate the types of accounts Bill.com offers

Account Types - AP & AR

Bill.com offers five different types of accounts depending on the customer needs.

  • Accounts Payables
  • Advanced Receivables
  • Basic Payables
  • Basic Receivables
  • Customer Portal

Let's start with Advanced Payable and Advanced Receivable. You'll also see people refer to these accounts as AP and AR, respectively.

Features Advanced Payables (Paid) Advanced Receivables (Paid)
Pay all bills / Receive payments from Bill.com users

- Can connect with and make payments to any Bill.com Receivables user (free and paid)

- Can connect with and receive payments from any Bill.com Payables user (free and paid)

Pay / Get paid by non-Bill.com users 

- Can send check payments to any vendor

- Payment information can be entered manually, without Customer(s) using Bill.com

- Payment information can be entered manually, without Vendor(s) using Bill.com

Central Bank Account / Credit Card / PayPal information management
Create and manage bills/invoices
Bill.com Inbox 
Manage Customers / Vendors

Bill.com Network

(Connect with businesses using Bill.com, communicate with Notes, send bills/invoices, and more)

Pay / Accept Payments via Bank Account
Pay / Accept Payments via Credit Card
Pay / Accept Payments via PayPal
Concurrent Bill Payments
Auto Pay
Approvals
Recurring Bills / Invoices
Sync with Accounting System
Bill.com Mobile App Access
Reports

 

Account Types - BP, CR, & BR

Now, let's look at the last three account types.

Features Basic Payables (free) Customer Portal (free) Basic Receivables (free)
Pay all bills / Receive payments from Bill.com users

 (Limited)

- Can make payments to one or more Bill.com Payables user(s) (paid only)

- Can pay one Bill.com Receivables user (paid only) per Customer Portal

 (Limited)

- Can receive payments from one or more Bill.com Payables user(s) (paid only)

Pay / Get paid by non-Bill.com users 
Central Bank Account / Credit Card / PayPal information management

- Manage bank account information in one account, with ability to pay multiple Vendors

- Must enter bank information in each Customer Portal where bills are being paid (separate Portals for each payee)

- Manage bank account information in one account, with ability to receive payments from multiple Customers

Create and manage bills/invoices
Bill.com Inbox 
Manage Customers / Vendors

Bill.com Network

(Connect with businesses using Bill.com, communicate with Notes, send bills/invoices, and more)

(Limited)

- No Network features available other than Notes, for communication with the payee only.

Pay / Accept Payments via Bank Account
Pay / Accept Payments via Credit Card
Pay / Accept Payments via PayPal
Concurrent Bill Payments
Auto Pay
Approvals
Recurring Bills / Invoices
Sync with Accounting System
Bill.com Mobile App Access
Reports

 

Knowledge Check 1

How many account types have the feature to Pay / Accept Payments via Bank Account

  • 1
  • 2
  • 3
  • 4
  • 5

Knowledge Check 2

  • Advanced Payables
    Paid
  • Advanced Receivables
    Paid
  • Basic Payables
    Free
  • Customer Portal
    Free
  • Basic Receivables
    Free

Knowledge Check 3

How many account types support the feature: Pay / Accept Payments via Credit Card?

  • 1
  • 2
  • 3
  • 4

Knowledge Check 4

A person wants to receive ePayments from their customer but does not want give their bank account information or pay for a Bill.com account. Which account type would this person get? (Tip: The customer would have to invite the vendor)

  • Customer Portal
  • Basic Payable
  • Basic Receivable
  • The account doesn't exist

Knowledge Check 5

How many account types offer syncing with accounting softwares?

  • 1
  • 2
  • 3
  • 4

Accounting Console

Learning Objectives

After completing this course, you will be able to:

  • Demonstrate the benefits of the Accounting Console

  • Identify the key features of the Accounting Console

What is an Accounting Console

The Bill.com Accountant Program is for accounting and bookkeeping firms that provide business bill payment services to their clients.

The program helps these firms service their clients more profitably in less time. The benefits include:

Streamlined AP and AR Services
Bill.com’s low-cost cloud-based service radically simplifies payments processing for firms and their clients.

Accountant Console
The Console is an online home base for the practice, with a current to-do list and one-click access to all their client accounts.

Growth Tools & Support
The program includes advanced online training and certification, sales and marketing tools, and 1-on-1 coaching - all at no extra charge.

The Accountant Console is a hub for all the Bill.com client accounts.

Key Benefits

The Accountant Console includes these features:

  • To-do list for all clients with one-click access to each client account
  • Client account administration
  • Billing management - monthly Bill.com statements can be owed by the Console (Accounting firm) or the Accounting firm can have their client own the billing
  • Your staff administration
  • Access to training and certification for accountants
  • Access to the Accountant Resource Center
  • Your firm logo setup
  • Accountant directory setup
  • A demo account - this account is very useful to present what Bill.com is to potential clients

Console Test Account

In order to setup a Console Test Account, you will need to log into:

https://app-test.cashview.com/OpLogin

This URL is different from the test account you created earlier. It is an Operations login that is required to create a Console Test Account.

Email: Use your Bill.com Gmail Address

Password: 12345678

 

Click "New Console"

 

Enter all the required fields with dummy information

Make sure you use your real Bill.com Gmail Address.

Click Save

 

 

Now go to: https://app-test.cashview.com/Login (this is an Operations Test account URL)

Login as if you are accessing your test account.

 

On the left side of the page, you'll see all the accounts (companies).

Click on the Console Test Account name

 

 

 

Click on Manage Console and then agree to the Terms of Service

 

Here is the main page for the Console.

 

 

 

You can Add Client Companies

Enable/Disable Features

Review Billing & Statements

Activate a Demo account and the Directory

Take training courses and a certification

We will review these in more detail in the next slides.

Clients

In the Clients page, Console users can add Bill.com accounts for their clients.

Imagine you are a CPA and have your own business. You will market your business to companies that need to handle bookkeeping and accounting functions.

Either you can manage and pay your client's bills manually (check, websites, Bank BillPay, etc.) or you can have your client use Bill.com.

As the Console holder, you own the Bill.com account and can manage the billing yourself or have the client enter their credit card.

Go ahead and click Add Client Company

Fill in the information with dummy data.

Make sure you put a check on "Bill to" and Payable & Receivables are selected.

Click Save

 

 

Click on Enter Billing Info

 

 

 

 

Enter the following information:

Credit Card Number: 4111-1111-1111-1111

Expiration: 01/2017

 

 

 

 

 

 

 

 

 

Now you can see on the Client page, the newly created Bill.com account.

Features

In the Features page, you can enable or disable different options.

  • Payables
  • Receivables
  • Auto Bill Entry
  • Pay Faster

As the Console user, you have control of these features and can setup the Bill.com account appropriately according to the client's needs.

For example, if the client isn't going to use Receivables, you can disable it. If the client wants to use Auto Bill Entry, you can enable it.

Billing

In the Billing page, you can view the Payment Info (Credit Card), Console and Client price plans, and monthly Statements.

Here's an example of the price plan.

We'll get into more details about price plans later but let's take a look at this one right now.

 

 

The Console has a base price of $26.00 and for each Client Account added to the Console, it's $100.00 plus transaction fees.

This would mean that the owner of the Console would pay $126.00 plus transaction fees per month.

Alternatively, the owner of the Console can pass the Client Account billing to the client. This would mean the Console would pay $100.00 and the Client would pay $26.00 plus transaction.

Selling

The Selling page gives you the ability to create a Demo account and opt in to the Accounting Directory.

The Demo account is used to show potential customers what Bill.com is and how it can make their Payables or Receivables process faster.

The Accounting Directory is used so people can find Accounting or CPA firms and connect with them.

Knowledge Check 1

The Bill.com Accountant Program is for and bookkeeping firms that provide business bill payment services to their clients.

The program helps these firms service their clients more profitably in less time. The benefits include:

Streamlined AP and AR Services
Bill.com’s low-cost cloud-based service radically simplifies processing for firms and their clients.

Accountant Console
The is an online home base for the practice, with an current to-do list and one-click access to all their client accounts.

Growth Tools & Support
The program includes advanced online , sales and marketing tools, and 1-on-1 coaching - all .

Knowledge Check 2

Identify the key benefits of the Accounting Console

  • Billing management
  • Dedicated phone line to a Support Agent

Knowledge Check 3

In the Features page, you can enable or disable different options.

  • Receivables
  • Pay Faster

Knowledge Check 4

What is the benefit of managing the client billing in the Console?

  • The client has to pay for the Bill.com account
  • The console has to pay for the Bill.com account
  • The client gets a free Bill.com account since they have an accountant that has a Console
  • The Console can manage the client billing in the Console or have the client own the billing

Accounting Console - Gear Icon Settings

Learning Objectives

After completing this course, you will be able to:

  • Identify the settings under the Gear Icon
  • Create a Team Member user in the Console

Company Info, Logo & My Staff

When you hover on the Gear Icon, you can see the Company Info, add a company Logo, and add users on the Console (My Staff).

Company Info page:

 

 

 

 

 

 

 

Logo page:

 

 

 

 

 

 

 

 

 

 My Staff page:

 

 

 

 

 

 

 

Console Admins can add more users to the Console account. This doesn't mean that the users will appear on the separate Client Accounts.

You can see the difference between the two roles in the Console.

  • Console Admin
  • Team Member

 

 

 

 

 

 

 

 

 

 

 

 

A Team Member has permission to go through Training, review Selling Tools, view My Staff, and view Console Info.

Knowledge Check 1

How many settings are found under the Gear Icon in the Console?

  • 1
  • 2
  • 3
  • 4

Knowledge Check 2

How many permissions does a Team Member have in the Console?

  • 1
  • 2
  • 3
  • 4

Internal Bill.com Terms

Learning Objectives

After completing this course, you will be able to:

  • Know the most common internal terms
  • Identify where to find the list of internal terms

Introduction

Bill.com has many internal terms that are not commonly used in other companies.

If you are coming from an accounting, financial, or bank background some of these terms might be familiar. If not, don't worry. We will review the top internal terms to get you going.

Top Internal Terms

We don't expect you to memorize all these terms. Once you start working with customers, you will get used to the internal terms. If you don't know what a term means, take a quick look at this support article (and bookmark it). If a term isn't on the list, ask your Lead or Manager and add it to the google doc.

Most Common Internal Terms

  1. FR - a feature request. We receive feature requests from customers
  2. HC - Bill.com uses Hipchat to communicate with each other internally
  3. JIRA - The software which we use to track bugs and change requests
  4. MFA - Multi-Factor Authentication
  5. OPS - Operations Services or Ops program to log into customer accounts
  6. ACH - Automatic Clearing House: A network of electronic payment processing. Otherwise known as our ePayment Method
  7. Org - Organization or customer account
  8. Org ID - The unique ID assigned to each customer account
  9. PM - Product Management Team
  10. PNI - Payment Network ID
  11. QA - Quality Assurance
  12. QB - QuickBooks
  13. QBD - QuickBooks Desktop
  14. QBW - QuickBooks for Windows
  15. QBO - QuickBooks Online
  16. RPPS - Mastercard list of ePayment vendors (large biller network)
  17. Tech - Tier 3 Technical Support
  18. Verid - Identity Verification to make Bill.com Payments
  19. Bill - A Payables Invoice. Example: "I need to pay my Comcast bill".
  20. Invoice - A Receivables Invoice. Example: "I sent the invoice to you and payment is due in 15 days".
  21. Vendor - A person or company offering something for sale. Also known as a Supplier or Seller. Found in the Payables module in Bill.com. Example: "I need to pay the Vendor by the end of the month".
  22. Customer - A person or organization that buys goods or services from a store or business. Found in the Receivables module in Bill.com. Example: "I need to receive payment from my customer".

Knowledge Check 1

  • Org ID
    The unique ID assigned to each customer account
  • Org
    Organization or customer account
  • QBO
    QuickBooks Online
  • Bill
    A Payables Invoice
  • Invoice
    A Receivables Invoice
  • Verid
    Identity Verification to make Bill.com Payments

Knowledge Check 2

Correlate the Term with the object on the right.

  • Vendor
    Bill
  • Customer
    Invoice

Canceling and Reactivating a Bill.com Account

Learning Objectives

After completing this course, you will be able to:

  • Provide instructions to a customer who wants to cancel their Bill.com account
  • List the steps a customer needs to do before submitting a cancellation request
  • Describe the account reactivation process

How to cancel

If a customer requests to cancel their Bill.com, there is a certain process we need to follow in order to advice the customer properly.

When a customer comes to Support requesting to cancel their account, find out why they are canceling. There could be something we can do for them or a feature we have that might solve their need. Often times, customers are not clear on how Bill.com works or has to offer. With a little education and clarity, we can make these customers happy and keep the account.

Other times, a business is closing therefore, they need to cancel their Bill.com account.

Canceling a Bill.com account is easy and effortless. We encourage the customer (administrator) to submit the cancellation request.

Below are the instructions for a customer to cancel their account. You can also send the customer a link to the support article.

  1. If you are a company administrator, hover over the Gear icon and select Settings. 
  2. Under Your Account With Us, click Billing. 
  3. Click the cancel link at the bottom of the page 
  4. Select a reason for the cancel and provide any comments that will help us improve our product or service
  5. Click the confirm button. 

This only submits a cancellation request. Our Ops team processes each cancellation, validates a few things, prorates the account accordingly.

If a customer wants to cancel a Console, below are the steps.

A console cancellation request can only be processed if there are no active client accounts under it. If the client accounts need to be cancelled as well, please follow the steps provided above to cancel the client accounts. If the client accounts will continue to be used they will need to be unlinked from your Console. Please contact Customer Support to request the unlinking.

Once there are no active clients under the Console follow these steps to submit a cancellation request for the Console:

  1. Log into Bill.com
  2. Click Manage Console
  3. Click Billing
  4. Click "I want to cancel my service".

 

For Basic Receivable accounts, the customer needs to come to support to cancel their account.

To cancel their account, go to:

Ops > search for their account, click on the Org name > on the Super Org page in the Org Info table, click the Edit icon

 

 

 

 

 

 

On the "Is Active field", click Inactive in the dropdown menu.

 

 

 

 

 

 

 

Then scroll down to the bottom.

  • For Internal Cancel Reason: select the appropriate reason
  • For Internal Notes: provide any comments to explain the reason for the cancellation
  • Click Save

 

 

 

 

 

For Basic Receivable accounts, customers need to submit the cancellation through Support.

Important Tips

Below are important tips before a customer cancels their Bill.com account.

  • If you are an accountant or have multiple accounts, make sure you are in the right account before canceling! 
  • Check for scheduled payments. In order to avoid payment interruption, wait to cancel until your scheduled payments have processed. Make sure uncleared or failed ePayments have been voided.
  • If you are in your first 30 days with us, you can leave without being charged for any of your Bill.com service. Thereafter, we bill in arrears and we will bill you separately for the period you've used with us prior to canceling. 
  • If you have a free Bill.com account that you use only to receive ePayments, please contact Customer Support to cancel your account.
  • Past Due accounts can't cancel. Support will need to cancel the account for the customer.

Reactivating a Bill.com Account

There are times when a customer requests to reactivate an inactive (cancelled) account.

Below is the process you must follow in order to activate or not activate a particular account.

You CANNOT reactivate accounts that are on Fraud WATCH or that have been inactive for more than three months.

If an accountant or auditor is simply looking for temporary access to the account, and does not plan to use the account on an ongoing basis, please see your manager or lead.


All other customers can follow the process below:

First determine if an org can be reactivated:

  • Pull up the Org in Ops
  • Look In the Risk Level field in the Org Info section


If the Risk level says Fraud Watch or Confirmed fraud. STOP. DO NOT reactivate the account.

If the Risk level does not say Fraud Watch or Confirmed fraud, look at the Inactive Date field in the Org Info section (Super Org page).

If the org has been inactive for more than 3 months, the client needs to create a new account.
If the org has not been inactive for more than 3 months, follow the steps below to reactivate the account.


To reactivate an account for ongoing use:

  • Click the Edit Icon in the Org Info screen
  • Select Active from the Org Status drop down menu
  • Click Save

Company Profile Page

Learning Objectives

After completing this course, you will be able to:

  • Identify the key items in the Profile page

Profile Page

The Company Profile page contains information about the Network settings, Company Information, Company Location, and Other Information.

A customer may update any editable field on this page.

Audit Trail Page

The Profile > Audit Trail page is where you can find many pieces of information related to the account.

The audit trail provides important data point, including:

  • Creation Date
  • When Accounting Preferences were enabled or disabled
  • When a Parent Console was linked or unlinked
  • Price Plans activity
  • When Sync Preferences are changed
  • Risk Profile updates
  • Bill Day updates
  • and much more

Bill.com Records on CD/DVD

Learning Objectives

After completing this course, you will be able to:

  • Describe what the CD/DVD option is used for

DVD Backup

OVERVIEW

A backup copy of your data can be requested via DVD that contains bill documents, canceled checks, and the vendor and company documents that have been processed in Bill.com.

COST AND SHIPPING

The cost is $50 for each DVD and typically ships within 14 business days of a request. Once the DVD ships, a charge is made to the credit card associated with your Bill.com account.

HOW TO ORDER

To request the DVD, an administrator on the Bill.com account will need to send in a request by going to the Support Center:

  • Click on Submit a request
  • Select send us an email
  • Include the company name(s), date range requested, and your shipping address in the request.

To make sure the information on your DVD is correct:

  • Process all documents in your Bill.com Inbox
  • Confirm that all check payments have cleared
  • Confirm that the check images have been uploaded to your Bill.com account

WHAT IS INCLUDED

The following sections are sorted by create date:

  • Company Documents: Original File, Created Date, Name (in the original format it was uploaded)
  • Vendor & Customer Documents: Original File, Created Date, Vendor Name, Name (in the original format it was uploaded)
  • Vendor & Customer Bills & Invoices: Original File, Created Date, Vendor, Invoice Number, Amount (in the original format it was uploaded)
  • Vendor Credits: Original File, Created Date, Vendor, Ref Number, Amount (in the original format it was uploaded)
  • Checks: Vendor Name, Payment Amount, Check Number, Check Date (in PDF format)

How it is presented on DVD:

  • One Folder for Documents
  • One Folder for Cleared Checks
  • Index (searchable links to documents)

Knowledge Check 1

What does the DVD contain?

  • Bill documents, Canceled checks, Vendor and Company documents
  • List of Users, Vendor and Company documents
  • Export reports, Bill documents