Have you ever found yourself needing to pay a vendor on the fly, but are too busy in the moment to upload and enter the bill into Bill.com? If you have, then you will be thrilled with the awesome new feature for the Bill.com mobile app for iOS users (sorry, Androidites).
This new functionality allows users with the appropriate permissions to pay a vendor without first entering the bill. The user must be an Administrator (verified to pay), or someone with a custom user role that includes permission to “Manage Bills and Vendor Credits” and “pay unassigned bills via Bill.com.”
How does it work?
Click on the + (plus sign) in the upper right hand of the Welcome Page in the app and select “Pay a vendor.” Bill.com will automatically create a bill to associate with the payment. When the bill is created, the invoice number field gets populated with the date and time that the payment was scheduled. The expense or item fields will be left blank. If the bill is not edited to add the missing information before it syncs to the accounting system, it will be posted to the account indicated in the Sync Preferences for “Unallocated Expense Account” (we created an expense account, “unclassified in Bill.com”).
What if I have approval policies?
If you have Approval Policies set up in Bill.com, it gets a bit tricky. Depending on how many policies you have and if they require mandatory approvers, this could make it impossible for some payments to be made.
For a single or lowest threshold policy, the best way to handle this would be to set up default approvers that mirror the policy.
Example: Policy requires 3 mandatory approvers on all bills over $1. You would set up the mandatory approvers as default approvers.
Setting the mandatory approvers as defaults will automatically assign the auto-created bill to the required approvers, allowing the user to make the payment.
When Will this be Available in Full Browser Version?
I reached out to my trusted contacts at Bill.com this week and was told that this new feature is already available in the new user interface. For legacy accounts and accountant users, this will be a phased roll out beginning in May, and should be complete by September if all goes as planned.
Want to know more?
Check out our How To article in the Think Leader Knowledge Center. Not yet subscribed? Get your free subscription now by visiting https://thinkleader.com/knowledge-center/
Interested in learning how Bill.com Approval Policies and Custom User roles can help prevent fraud in your organizations? Contact us today at info@ThinkLeader.com