- Bill.com allows anyone who has the dedicated bill.com email address for the company to send bills directly to Bill.com. This means clients, vendors, automated bill reminders - all of those can be emailed directly to bill.com. There's no need for a "special portal" for these to go through - ANYONE can send them there. And, if you have something that you need to add that is on your desktop, great! Just drag and drop, and it's added. It makes getting the bills a very simple process.
- The approval process for Bill.com is great. You can set one or multiple approvers, you can customize it for just certain vendors need approval, or just amounts over a certain threshold, with a variety of combinations in between. This is really nice for clients who don't want to approve every bill they send you, but maybe they want to double check bills over $5,000.
- The variety of email preferences you can set up for Bill.com is amazing. You can set it so anytime you receive something new, you get an email. Or maybe every time there's an approved bill - you get an email. Maybe you only want updates once a week, or on certain days of the week - you can do that too! It's whatever you need to see to be the most efficient, Bill.com will notify you by email however you want them to. It's great because nothing slips through the cracks.
- Voiding a bill in Bill.com is easy, but unfortunately, the void doesn't sync automatically to QuickBooks Online (unlike bill and bill payments, which do automatically sync). Bill.com is great in always telling you exactly what to do to correct it in your QuickBooks Online software, but it would nice if there weren't extra steps you had to take when this happens.
- Bill.com only sends the first page of a bill with a check. Typically this isn't a problem, but in some instances, it's necessary for more than 1 page to be sent. It would be nice if Bill.com had a checkbox selection option to print up to a set number of pages (maybe up to 5) for an additional fee. Having the option would be great so I don't have to jump through hoops with other methods to try to get a bill paid, all because I need more than 1 page to go with the check.
If you have remote employees or complex approval processes, Bill.com excels at addressing those needs. If on the other hand you have a very small office and everyone is in the same building, and you like hand writing checks and manually entering them into whatever accounting software you use, then Bill.com isn't necessary. Likewise, if you only have a few vendors and you're able to set up them for automatic payment through the vendor websites, you don't need Bill.com.
- Detailed invoices.
- Followup emails for past due invoices.
- Dashboard for all outstanding and paid invoices.
- Better notification of when a bill was paid.
- Notification if email invoice was not received by customer.
- Wants too much information to setup an account in the system.
QuickBooks does everything now we need it to do, but is very hard to learn and operate. However, it does all the things we need it to do.
Bill.com was used as a simple way to send an invoice and get paid, but did not live up to expectations.
- Seamless integration with major accounting systems and applications and intelligent, built-in workflow. This reduces duplication of work, skipped approval steps and delay in payment processing.
- Bill.com enables single repository storage for vendor invoice submission, unlimited storage for documents and good reporting capability. This assists with audit and control review.
- Bill.com provides live chat and call back capability from a knowledgeable customer service team. This is critically important, since accounting system synchronization is a complex matter and occasionally sync errors require some guidance to clear.
- Bill.com integrates well with 1099 preparation applications, which is critical at year end and saves data entry time when preparing these required forms.
- The credit memo processing features in Bill.com could be built-out more fully.
- Additional report customization would be helpful.
- Batch-processing transaction capability could be developed.
- Internal Audit Control
- Repository of cancelled checks and vendor documents
- Ability to save paper, postage and labor.
- Create a system so you can pick and choose what should be synced or not.
- Make it easier to input detailed vendor bills.
We are starting to see some of our customers that are taking the entire AP function and moving it to the cloud by using Bill.com, an innovative new cloud solution for moving Accounts Payable to the web.
Vouchers are scanned to the Bill.com web site, assigned to a vendor and coded to the chart of accounts. They then route to approvers through the internet with email notification and finally, Bill.com will send an ACH payment or cut a check.
Approvals are automated, voucher image library is built, no software or hardware is required and fees are nominal.
And Bill.com will perform the same functions for Accounts Receivable - allowing you to create invoices, route them to customers and receive payments. With AP and AR on the same system, cash forecasting is also supported!
- Accounts Payable Imaging and Routing - No more file cabinets, not more chasing down invoices lost in mail boxes, no more delay in getting payments approved.
- No Software or Hardware - since Bill.com is completely cloud based, it is inexpensive to get started and convenient.
- Fees are Transaction Based - at this time, checks cost $1.49 and ACH payments are $.49 each. Monthly fees are between $50 and $200. Depending on volume, total costs can be much lower than traditional software systems.
- Eliminates paper checks and file cabinet storage of AP vouchers.
- Cloud is a strength and a weakness - some customers prefer a personal on-site training resource.
- Integration to other systems can be limited - for instance, some AP systems integrate to Fixed Assets for automatic set up of new assets.
- When integrating back to GL systems, 1099 and other information can be difficult to map.
- Based on volume, the low per transaction fees can total more than on site software systems. But for low volume firms, cost is very nominal.
At any rate, the innovation represented by Bill.com is dramatic and the cost savings for smaller organizations can be substantial. Bill.com and firms like it are changing the accounting landscape for organizations!
- Sync with Quickbooks eliminates double entry.
- Invoices themselves are linked in system.
- Can pay from anywhere.
- The screen is a little hard to navigate since there are many options on how to enter an invoice. I would prefer seeing a menu driven system sort of like QuickBooks that would be easier for my clients.
- It is fairly easy to use and syncs very well with QuickBooks.
- Customer support is very helpful.
- It also provides a trail of what your client has paid and when. It helps with avoiding double payments.
- When information is inadvertently deleted, there is no notification.
- If there is no name on a check, it can still be issued.
- Approval chains - lightens up the need for manual email follow-up and assures a documented time-stamped record of invoice approval.
- Syncs with QuickBooks - easy on data entry, user friendly.
- Customer support - By far, Bill.com has the best support team, staffed with knowledgeable consultants eager to solve any issues. Their chat feature is awesome.
- Easy to upload images, multiple methods.
- I'd like to see memorized approval chain templates, not necessarily what was last set for the vendor.
- Quicker e-payments without having to pay extra money for an "overnight" transaction. Sometimes when processing payments on a Friday - our ePayments do not get scheduled to process/deposit until the following Thursday.
- Bill.com lets us email bills directly to Bill.com, this feature saves us lots of time because we don't have to sort through tons of e-mails to find our clients accounts payable items.
- The digital copies it saves are easy to read and find.
- Easy communication between users and approvers.
- It would be great if you could [pay] by via credit card in Bill.com.
- I would like the feature to allow users pay approved bills with limitations.
- Click and drag to enter bills
- Cimple paying options
- Getting rid of things that no longer belong there, for example, invoices I sent in 2013 that were paid to me directly.
- It's hard to know what my bank balance will be after the bills are paid. Why couldn't the paid bills show up in the bank account date when they will be paid?
- Bill.com makes it easy to upload vendor bills and enter into Bill.com for payment
- It is easy to find outstanding bills and vendors
- Easy to find uncleared checks
- Very easy sync with QuickBooks
- I wouldn't mind being able to cut and paste details from bills into the bill entry screen.
- E-Payments/Direct Deposit for independent contractors
- Sync with accounting software
- Custom approval processes
- Faster turnaround for e-payment/direct deposit delivery
- Customer service availability (being able to call in)
- Better discounts for accountants panel/accountant client sign-ups
- Bill.com's tracking of sent checks and instant access to proof of cashed/uncashed checks was a Tremendous help for LON when dealing with merchants who had claimed to never have received payment. I could easily login to the Bill.com system, take a screenshot of the cashed check (complete with signature on the back), and email the merchant the solid proof. This method is obviously MUCH preferred over having to call your bank, get put on hold, and eventually track down proof of a check being cashed that they then can can inconveniently snail-mail you several days later. This is the age of Technology, and Bill.com does it right.
- Bill.com's customer support team is second to none. They were always very patient, well-trained, and well-informed problem solvers.
- I truly believe Bill.com's biggest aspiration was for their product to work for US in every way possible. If we came to them with an idea to improve the product for our needs, they always listened, and nearly always provided a viable and timely solution. It's often difficult to have a real voice in the internet/e-commerce industry, so it was very refreshing for me to work with a company who cared so much about our success as a company, and bent over backwards to accommodate our growing needs.
- It's been roughly 9 months since I've used bill.com, so I unfortunately can't remember any of the functionality issues I had experienced. I don't think any of Bill.com's features were hard to use...and even if they were or a one-off situation came up, the customer support team was so helpful that they would be able to teach you in no time. The only complaint I can think of at the moment is that support was not available late in the evenings or on the weekends, which was frustrating when getting stuck on a problem while burning the midnight oil. But perhaps support hours have expanded since then, I am not sure.
- One other thing I thought of that Bill.com may or may not have resolved by now, is that when you close a client company, Bill.com provides a CD-rom disc (for purchase) that allows you to access all of the information from that specific client after the Bill.com account has been closed (vendor information, check status, etc). However, being that none of the laptops in our office had disc drives, this company file disc was completely useless to us. It would have been more convenient to have either 1) USB version of the company file, or more preferred option, 2) Have Bill.com convert the online account to a read-only version so that you can still access the client information by logging in from anywhere there is internet access, but just don't have the ability to edit any of the information (which is not needed anyway).
A friend of mine was worried about hiring a new bookkeeper and too much information getting into the wrong hands, so I actually did recommend Bill.com in order for him to gain more control over account access, and not having to worry about over-access due to Bill.com's intuitive control settings---so I do think it can be very appropriate and valuable for that purpose. But I suppose it's ultimately a matter of case-by-case analysis to see if the benefit outweighs the cost/cost-savings for each business.
- Bill payment is clearly bill.com's strong suit. Getting bills into bill.com and paid is quite seamless. Scan, submit, code, schedule. done.
- Integration with Quickbooks is seamless. Clearing errors is typically easy. There is no rekeying information into Quickbooks. It quite literally is integration with the click of a button. I am working on integration with Xero and am finding the integration to require a bit more work.
- Simplifying the bill payment process. Moving through a batch of invoices to pay in Quickbooks is quite simple, and it is a great paperless data retention tool. Once the image is scanned and coded, you can route it for approval electronically, schedule for payment and then Bill.com issues the payment. If you need to access the bill later, you can find the document easily and even see the front and back of the cancelled check all in one place.
- While I think the cost of a traditional paper process is higher, I do think Bill.com is a bit pricey. You need to have at least 15-20 checks or more to enter per month to have a cost savings.
- Integration with Xero requires a third party. Would be better if the connection was direct with Xero.
- It seems like for debit/credit card transactions there would be an easier/quicker way to get the documents processed in Bill.com so Bill.com can act as a central data storage location. There should be one go to location for all payments issued by a company.
- Web based access
- Easy of use. The software is simple to install and maintain.
- Flexible. We don't have the ability to link our back end to the software but we are still able inport/export data with ease.
- Maintaining the G/L codes (syncing them with our accounting package) is cumbersome.
- The reporting tools are not robust. There a few canned reports. More flexibility would be appreciated.
- The inbox is a convenient way of receiving bills as it extracts attachments from the incoming email converting them to the bills ready to process, it has an option to fax the bill directly to the inbox, and, my personal favorite, convenient drag-and-drop option for easily uploading documents to the inbox.
- OCR feature is amazing, it converts images to text and this enhances the search option making it easy to find documents by typing something that's in them into the search field.
- The "Most Recently Used" feature is a very convenient tool to quickly getting back to the previous documents that you have worked on.
- Bill.com could improve on account selection when entering bills. In other words, if you do not have in mind a specific account, you will most likely have to go through the whole chart of accounts to find the suitable one. The type-in search is a bit too specific as typing in a parent account does not show its sub accounts if their name does not start the same way as the parent account.
- As mentioned previously, it's a paperless solution. That alone is a huge selling point!
- My clients can have multi-level approval processes in place, should that be important to them. (such as department supervisor first, and CEO as the second approver)
- Vendor payments can be set up ahead of time, so that you will never have another late payment again.
- Each client has a dedicated fax number and a dedicated email for their bill.com account, making it easy to put A/P processes in place for clients and vendors alike.
- On the A/R side, invoicing customers and being paid electronically is fantastic! I personally use bill.com to automatically invoice my clients each month; and I'm automatically paid as well.
- Accounts Receivable is good, but not great. The biggest problem for clients is attempting to manage A/R from the bill.com portal when their staff does not have access to the accounting software. In QB, jobs are added as sub-names to Customers for easy management of multiple projects. In bill.com those jobs are synced (and appear to be) separate Customers, not jobs associated with Customers.
- I'm not a fan of the reports in bill.com, but I don't personally see that as an issue because I can run reports in the accounting software.
- Builds in work flow for bill routing and approval.
- Eliminates paper check runs.
- Makes tracking the bills easy.
- From a sales perspective, there's nothing about Bill.com that I think should change.
- Your technical folks could answer this question better.
We're a startup business that's growing rapidly. We needed a way to pay our contractors that integrated with QuickBooks. Bill.com seemed to fit the bill (so to speak). We tried it for a month and it worked well for us. However, six days after the trial ended and before our next pay run, I received a terse and unprofessional overdue notice. Three days later I received the same notice simply re-forwarded with no other explanation.
If this is how Bill.com treats potential customers, what is its customer support going to be like? I for one am not signing up to find out.
- Bill.com provided an efficient way for us to pay our contractors on time.
- Integrated well with QuickBooks.
- First impressions matter. I'd rather work with a company that acts professionally even if it means I have to spend time researching alternative products.
- Paperless storage of bills and other important documents, as well as, easy uploading - either directly in Bill.com or e-mail
- Easy setup of users and specific roles and payment audit trail solves issues with paperless internal controls
- ACH/ePayments allows payments to be received faster than a typical A/P collection process
- International ACH payment processing
- Improve report customization
- Ability to download and export (Excel) Payables>Pay screen to help with cash flow forecasting
- Improve detail on sync error status - not enough explanation on sync errors. Once you select the error (i.e. bill) it brings you to the transactions, and even if you don't fix the error it states the error was resolved, BUT the error was not resolved. Very confusing.
- Bill.com makes it very easy to store and retrieve copies of vendor bills electronically making it easy to work remotely and more efficiently for all.
- Bill.com syncs well with QuickBooks Enterprise avoiding duplicate work.
- Bill.com makes it very easy for payers to approve and process bill payments; no manual payments to set up via a bank account, no manual checks to print and mail, etc.
- When transitioning from QuickBooks Enterprise to QuickBooks Online, the conversion process with Bill.com can be very cumbersome and time consuming. We lost a lot of hours in time spent fixing all variances between Bill.com and QuickBooks due to the conversion process.
- Bill.com is not able to handle three layers of hierarchy in customer accounts when syncing with QuickBooks Online. This was not an issue when we were using QuickBooks Enterprise. There is a manual workaround we can follow but it adds time to the process and is manual which brings the potential for human error.
- Having all of the bills and bill payment history available online makes it so much easier for our clients, and ourselves as well. It takes away that need to be in one physical location where the bills are kept, or where there is one computer with the software on it that keeps all of the bills/bill payment information.
- Importing bills into Bill.com is a breeze - I love the drag and drop feature! Bill.com makes it so easy to get the bills loaded and paid. My clients can also e-mail the bills to Bill.com themselves, or have me do it, and I really like how you can opt to have the e-mail as a page as well, in case you want to attach it to the bill as back-up.
- Bill.com's chat feature for their support is another fantastic feature. I highly recommend my clients use it if they ever need any help. Bill.com support employees are always friendly, the wait is never very long at all (1-2 minutes is normal), and they are extremely knowledgeable with not only their product, but making sure your books are being affected properly as well.
- The zoom feature on the bills will zoom in, however the view is still blurry. It would be nice to be able to increase it so I could read it, but not lose visibility.
- When e-mails that have links, not attachments, for bills are forwarded to Bill.com, the e-mail is turned into a text document. It would be nice to have the link stay there so I could just click on it from Bill.com to see the bill copy, rather than opening from my e-mail, saving the document to my Desktop, and importing it into Bill.com.
- Sending direct deposit payments to vendors. Either the vendor can sign up for a free Bill.com account or enter their direct deposit authorization manually and for a $0.50 fee payments can be made electronically. No more checks lost in the mail.
- Easily allow for multiple people to approve a bill before payment. This is a great feature for smaller organizations that still need a lot of oversight, such as a non-profit.
- Bill.com does a great job with document management. Documents can be attached at a transaction level, company/vendor as well as a few other options. They are stored in PDF format and can be easily printed if needed. This eliminates hunting down past years A/P files to double check charges.
- To use Bill.com for Accounts Receivable means needing to sign up for a merchant account with their preferred provider, PayTrace. While this company may indeed have great rates as they promise, it's a bit aggravating to have a second merchant account in the mix.
- Duplicate vendor and client entries happen on occasion as a result of syncing between Bill.com and the accounting software. Most of the time merging the contacts is easy, but occasionally a hiccup occurs that requires tech support to untangle.
- There is no mobile app, but instead a mobile site that works fairly well to access a handful of Bill.com functions.
- Accounts payable -- across the company we input all invoices into Bill.com (or have them sent to an email address that forwards to our Bill.com inbox). From there our (outsourced) accounting service enters the invoice information, encodes the vendors (or adds them) which is all synced with Quickbooks Online. Then we're able to route the invoices for approval by the appropriate persons within our company, schedule payment, etc.
- Expense reports -- we have all our employees setup as 'vendors' within Bill.com and have them send expense reports to the same email inbox. This makes routing / approving /paying expense reports very simple (although we do have to explain to people who are also approvers/bill.com users that they'll be both a 'user' and a 'vendor')
- Bill.com is a very inexpensive solution for paperless accounts payable
- It syncs seamlessly with quickbooks online in both directions (you can add vendors in Bill.com at time of first invoice for instance)
- Bill.com has good workflow / approval routing capability, which is both simple to use and is extremely helpful for distributed teams like ours.
- The accounts receivable function was weak (as of late 2011)
- Onboarding employees as vendors (for direct deposit reimbursement of expenses) can be a bit odd to explain. Bill.com should probably have a special case concept of a "employee vendor" and change the language and terminology in the interface. That said it's possible that we are using it for an unintended use case (expense reimbursement processing) but it works well enough.
- There are a few nits I'd pick with the interface, such as adding multiple pages from the inbox to a single bill, and I'd like easier quick searching of the payables pipeline (an interactive single-step filter by type-ahead by vendor). None of these are showstoppers though.
- Address problems - if you ever have any type of issue with the system, small or large, there is a chat feature. Someone is always available during normal business hours to help you and the problem is resolved very quickly.
- Break out pages of an invoices - if you send a bulk file with multiple invoices, it is extremely easy to break out and choose which pages you'd wish to include with each invoice.
- Filing - if you ever receive a tax document, statement, or other misc. document not related to an AP invoice, it can be easily filed. The filings can be vendor or company specific.
- Payment dates - the system gives you the dates when the vendor will receive their payment.
- Extremely user friendly.
- Inventory module - you are unable to receive inventory and convert PO's to invoices. You will need to duplicate efforts because you'll need to enter the invoice into bill.com to be paid but then you will need to enter into your accounting system to properly receive the inventory.
- Sync errors - the system is very sensitive and sync errors are common. However, the support staff is always available for help and the errors quickly go away.
- Slow payment processing - payments aren't processed until the next business day and it takes a couple of days for the vendor to receive payment. Emergency payments can't be made out of the system.
Bill.com is good for you if: 1. Have a lot of routine vendors, especially if they are always asking for status updates, because Bill.com will send an email when their payment is processed, 2. Manage cash flow, you can see exactly how much will come out of your account on a certain day, 3. Have multiple users that need to view the same info; each person can have their own log in.
Bill.com Scorecard Summary
Bill.com offers four pricing options. The $20 per user, per month Essentials package contains payable OR receivable management with unlimited document storage and workflow approval. The $30 dollar Team plan syncs with accounting software (e.g. Quickbooks) and has some analytic features. The $50 Corporate package supports AR & AP and has more robust Workflow options. Finally the tailor-made Enterprise level syncs with other popular software (e.g. Salesforce) and grants API access to Bill.com.
Bill.com Technical Details