1. Bill.com Payables Training

2. Agenda Inbox Creating Bills Approval Workflows Managing Vendors
Managing Payments
BILL.COM CONFIDENTIAL

3. LEADER’S NOTES
Webinar #1: Overview
The Small Business Challenge with Payables Most Companies struggle with manual processes
Paper-intensive
ENTER
Bills, contracts and other documents flood in via mail or .
Paper piles up.
Tedious data entry into account system.
Manual
APPROVE
Messy approval chain.
Manual routing, approval delays.
Gather approvals.
Mail
Interoffice
Time-consuming
PAY
Enter payments into online banking.
Re-enter into account system.
Print checks.
Sign, stuff and send.
Fraught with Risk
RECONCILE
Accounting
System
Bank
Accounts
Reconcile bank accounts with accounting system.
Time-consuming exceptions.
vs.
Audits burdened with buried documents and incomplete audit trails.
Paper-Intensive <CLICK> Traditional payables process is paper based. Starts with a bill, but other documents such as contracts, estimates are often required throughout the process. Once a bill comes in, it must be entered and “coded” in the accounting software. (In other words, the bill and line items are categorized into various General Ledger (G/L) accounts such as defined expense accounts, asset accounts, etc.)
Pain point: Bills pile up on someone’s desk and inbox at the start of a very cumbersome, paper-intensive process. Tedious data entry into accounting software
Manual <CLICK> If approvals are required before payment, the bill is circulated to the appropriate approvers, or scanned or faxed if the approver is offsite. Keeping track of who is required to approve what and the status of approvals is time consuming and may delay payment as paper gets lost on desks and approvers spend time out of the office. Time-Consuming <CLICK> Once the approvals are finally tracked down, the billing information has to be manually re-entered into online bill pay. If paying by check, checks must be printed, signed, copies of the payments made, envelopes stuffed and mailed. Once the payment clears, the accounting software must be manually updated and reconciled with the payment information from the bank account.
Fraught with risk: <CLICK>Double data entry and check production result in Manual work to issue payments, and review reconciliation of accounting software and bank account payment information.
And throughout this process there are opportunities for fraud – check stock can be compromised, checks can be altered by a fraudster, if the process does not include checks and balances with approvals and approval policies, fraudulent payments can be made.
If there are any questions about whether payments were made, or why the payment was different from the bill amount, or who approved the expense – all that information resides in different systems and file cabinets.
© 2017 Bill.com - All rights reserved.

4. LEADER’S NOTES
Webinar #1: Overview
The Solution Bill.com provides a solution that is simple, fast and secure
ENTER
APPROVE
PAY
RECONCILE
With Bill.com, the entire end-to-end payables process is simplified and automated.
Paperless Bills and other documents come directly into Bill.com via fax, or drag and drop. As documents are digitized, paper is eliminated from the process, and these documents can be easily shared and accessed anytime.
Automated Bill are entered into Bill.com through an intuitive interface that remembers previous entries and pre-populates fields. The bills are then routed to the appropriate approvers using your built-in approval policies. Approvers can access and approve bills from any internet connected device, so there are no delays from approvers traveling. Best of all, the status of approvals can be easily tracked and reminders sent if an approver fails to act.
Efficient Once approved, the bill can be paid via check or ACH with a couple of clicks. We automatically search our network for your vendors to help you convert to faster, more efficient ACH payments. Finally, accounting software is updated with bill and payment information, eliminating double data entry and simplifying account reconciliation.
Secure Throughout the process there are built in security features such as positive pay and tokens to reduce the risk of fraud.
The end result is an automated payables process that takes less time to manage and is more secure.
Receive bills via inbox, enter code, click "OK"
View and approve bills online from any device
Simply click
"PAY"
Automatic sync with accounting system, easy audits
Paperless
Automated
Efficient
Secure
© 2017 Bill.com - All rights reserved.

5. Bill.com takes the hassle out of managing payables
Eliminates your stack of paper
Simplifies & automates
Bill Payment
Automatically digitizes paper bills & invoices
Stores ALL documents in an electronic filing cabinet
Automates approvals workflow
Route bills to one or multiple approvers
Seamlessly collaborate with vendors, customers, employees
One-click to pay
Bill Pay Plus prints and mails checks to vendors
Pay by ACH and invite vendors to get paid electronically
Save >50% of time spent on tasks
No more double-entry via Accounting Sync
Speaking points:
Bill.com is unlike traditional bill pay in that it automates the entire end-to-end accounts payable process.
The payment is only one step in a much larger payables process involving
documents,
multiple people, and
multiple systems (e.g. accounting software, bank payment systems)
We have developed capabilities that address not only the payment, but the process that comes before and after the payment.
Review capabilities:
Document Management – Get rid of paper, get organized and access your documents from any internet-connected device
Automated Approval Workflow – Share documents with approvers. Track which bills have been approved, and which approvals are outstanding.
ePayments & Check Outsourcing – Make payments via check or electronic payments – we do the check printing and help you convert to electronic payments
Integrate with Accounting Software – (speak to client’s accounting software) robust sync with QuickBooks, Xero, NetSuite, and Intacct, import/export for other software types – eliminates double data entry and streamlines reconciliation process
Anytime, Anywhere Access – Manage the payables process on the go
Syncs bill payment into accounting systems
Works with QuickBooks, Xero, NetSuite, Intacct, and others
Anytime, anywhere mobile access
View, approve and pay bills on the go

6. Home Page
To Do List Shows actions items depending on the user, such as
Documents to Process
Bills to Approve
Payments to be processed
The Home Page Gives you Easy Insight into To-Do-List Action Items These quick hits can also be set up to notify users via to take action as is appropriate. These are listed depending on user entitlements such as Documents to Manage Bills to Approve Payments to be processed Urgent Notices are also sent to users who have access to manage the system

7. Inbox

8. Inbox Unlimited Document Storage is provided in 3 Secure ways Email
Pain Point:
One of the greatest payment challenges faced by businesses is managing the amount of paper and manual processes required to run their business.
How Bill.com Helps
All documents are available online 24/7, and can be organized for easy and secure access While not a required feature, as the first step of an Accounts Payables Process, Leveraging Bill.com’s Inbox eliminates the need for Filing Cabinets or paper invoices. Create a repository where you and your vendors can forward unlimited amounts of documentation for secure storage and management
To Get Started, just scan your bills, contracts and other documents to the service
You can also have vendors or fax them directly to your custom inbox
Or just drag and drop them from your desktop
Fax
Drag and Drop or Browse

9. Managing Bills

10. Creating Bills Vendor and account lists pull from accounting software
Bills can be routed for approval for review
How the Bill looks like in Bill.com: Bill.com’s system dramatically streamlines what historically has been a traditionally manual and cumbersome business processes. Once documents are in digital form, they can be uploaded to your Bill.com inbox address.
<CLICK>Tracking Expenses from the documentation is easy since Vendor and Chart of Account lists sync from your accounting software to Bill.com.
With Smart Entry, the system learns from what you did last time and suggests line item breakdowns saving you the time of tracking the same expense categories for regular recurring bills. <CLICK>Collaboration between different users is available as part of Approval Workflows. <CLICK>Thanks to the integration with your accounting software, you only need to enter your bills in one system and have them sync over to your accounting platform for you.
Bills can be exported or synced back to your accounting software eliminating double data entry.

11. Individual Bills identify who is being paid, how much and for what
Accounts Payable = Money the Business Owes
A vendor is a person or company that sold the goods or services
A bill is an invoice received from a vendor, entered, and reviewed to be paid
Expenses are the Cost of being in Business and Cost of doing business (COGS)
In order to understand how Bill.com helps business streamline their process, let’s first dive into What is an Accounts Payable Process?
An Accounts Payable Process allows organizations to track various fields for the expenses and purchases they make as part of being in Business. What is tracked in an Accounts Payable Process?
<CLICK> Who is being paid – These are the suppliers or individuals who sold the company goods or services.
<CLICK> How much is being paid – This is what is owed to the vendors
<CLICK> Expense / Item – what is being paid for – this showcases the breakdown of how the expense (s) are being broken down and tracked by this organization.
Why use Bill.com to track it? Your Lists sync from your Accounting Software so you can track who is being paid and for what. You can breakdown the total amount into line item expenses to track what your bills are for, and the system remembers this information each time you want to enter in new invoices for this Vendor.
Document Management, and Approval Workflows allow different members of your organization to collaborate about bills and expenses within a tracked system for visibility and audit tracking purposes. All Transactional data you enter into app syncs back to your Accounting Software, which means you only have to manage transactions one time in place.
Items are anything the company buys, sells or resells
Individual Bills identify who is being paid, how much and for what

12. Approval Workflows

13. Approval Workflows
Approvers have access to all the information they need to verify the bill is correct.
Notes and approvals as part of the audit trail
Approvers can also compare the current invoice against the past invoices
Bill.com Approval Workflows: Bill.com allows the exchange of comments among users and collaborators so questions are answered as a part of the payable process. These approvals and notes become part of the audit trail if a vendor or auditor has any questions related to the bill in the future. Once the bill is entered into the system, multiple users will have access to all the information (documents, vendor information, notes, past bills and payments, vendor credits, etc) they need to verify if the bill is correct. Bills are routed online for approval, based on approval policies that you can build upon. Approvals are tracked and become part of the audit trail to resolve any future questions.
Approvers can also compare the current invoice against previous invoices.

14. Bill.com Mobile Application
Bill.com provides an iOS and Android application for Approvals on the Go, to review and approve bills and leave notes to other users.
Once approved, the bills are ready for payment. (Audit Log captures all activities that are done)

15. BDC App Roles and Permissions
Q: What types of roles are available to help me segregate task among my employees?
A: Bill.com supports five standard roles and permissions to support separation of duties among your staff, Custom User Roles are available if necessary. Bill.com enables you to assign different roles to different individuals, and in that way configure the application to best suit your desired business process.
Administrator oversee your company's use of Bill.com and require access to all functions. By Default the first user always is an Administrator
Administrators typically have signing authority on your bank account because their are able to authorize bill payments. At least one active Administrator should reside in your account. 
They are able to: 1) Manage all bills and Vendors 2) approve bills 3) authorize and schedule payments, and record payments made outside of Bill.com. 4) setup and run the sync.
Accountant users primary task is to enter bills and sync with the accounting system. They are able to take all actions that a Administrator however they are not able to schedule bills for payment. Permissions include 1) Manage Bills and Vendors 2) Record payments made outside of Bill.com. 3) setup and run the sync.
Payer users are able to record payments, and pay bills. They can only schedule payments for bills that have been fully approved, and only can pay bills up to the approved amount. Unlike a Administrator or a Creator and Payer, this user does not have permissions to manage the front end of the payables workflow.
Clerks on the other hand have the ability to Manage all Bills and Vendors in the Payables Process, but no access to manage or schedule payments Permissions
Approval management, and Payments Permissions are restricted thus enabling a clear separation of duties in your company
Approvers - Review bills and vendor credits before authorizing them for payment. Approvers are able to: 1) Review bills 2) Approve bills and vendor credits 3) Deny bills and vendor credits

16. User Roles and Business Scenarios
Bills get sent to Bill.com via fax, or upload
Clerk
Accountant
Administrator
Payer
Administrator
Process Documents Enter Bills
Schedule bills for payment/ manage cash flow
User Roles
Clerk
Payer
Accountant
Approver
Administrator
Approver
Accountant
Administrator
Depending on a businesses’ Approval Policies, Approvers, Accountants or Administrators can be assigned to review bills for approval.
Once the Bill has been approved, Any Payer or Administrator can schedule payments to be processed If they have access to manage Bank Accounts.
Let’s use an example of a Medium-sized organization with an AP department. This business relies either on an accounts payable department or an Accountant staff member to manage its payables. The process of entering, managing, approving, scheduling, and paying a bill is spread across several individuals, each of whom handles only a piece of the overall process. In this case, you could set up user roles in Bill.com as follows:
The data entry user (e.g. A/P Clerk in your company) is assigned the role of Clerk in Bill.com, which enables him or her to enter/update bills as well as enter/update vendors.
The department head (e.g. Marketing Director in your company) is assigned the role of Approver in Bill.com. They can then approve individual bills assigned to them for payment.
If additional users are approved -
The authorized check-signer (e.g. controller/CFO in your company) is assigned the role of Payer or Administrator. If you want a clear separation of duties in your organization, use the role of Payer. If the person paying the bills may also be routinely performing other tasks such as syncing with the accounting system, managing users etc, use the role of Administrator.
The Bill.com system ensures that each role is strictly defined so that only individuals specifically authorized to pay bills can, in fact, pay bills. Bills move from individual to individual – i.e., from bill processor to bill approver to bill payer – via Bill.com’s automated workflow, with automatic notifications to each individual as their participation becomes required.
Accountant
Administrator
Sync Accounting Software

17. Vendor Management

18. Set up Vendors for Epayment
Setting up ePayment By Default we send checks to the address listed for your vendors, but it’s simple to Set up ePayments to vendors, and it’s cheaper for you.
Electronic payments are secure, reliable and no financial information has to be exchanged between you and your vendors. No more printing and mailing checks, or upload files from your accounting software to your online banking. E-Payments go directly to your vendor’s account, eliminating the need to manage outstanding checks and saving vendor a trip to the bank. Bill.com’s Network opens you not only to the most common billers, but also more than a million additional organizations. Find Matches in the Network Our Database will search the Network for matches based on:
Vendor Name Account Number (for Larger Billers such as Insurance or Telecommunications) Payment Address.
If we find a match, we will display them to give you the option to review and connect.
Transition more of payments to ACH by connecting to the Network

19. Invite Vendors to the Network
Invite them to open a free account
If If no match can be found in the network for your vendor, Invite them to open a free account to receive payments from your organization Open an account from an invite
In Bill.com, locate the vendor you're setting up to receive ePayments
On their Vendor Summary page, click Set up ePayments
Enter your vendor's address, and click Send Invite
Review the content of the invite, make any changes, if necessary, and then click Send Invite when you're ready.
You can also send a link to your public profile
Your vendors can create an account and connect with you with the click of a button from your Bill.com Network profile.
Hover over Network, and click My Network Profile
Copy your profile URL, and it to your vendor
When they click the link, they'll see your Network profile.
They should click Pay to open their free account. An article on Setting up a free Basic Receivables account is available to share with your vendors on how to set their account up.
Note - When sending new vendor invitations, Clients should advise their vendor to expect an invitation. The can be customized and personalized prior to being sent.

20. How To Enter Vendor’s Banking Details Manually
Enter their bank info manually
If the vendor provides their bank information, it can be manually entered into their vendor record.
In Bill.com, locate the vendor you're setting up to receive ePayments
Click Set up ePayments
Click You already have their bank information
Review the information presented, and then click Next
Enter your vendor's bank account information, and then click Save
We'll initiate a small test deposit (less than $1) into your vendor's bank account, to verify it is able to receive payments. We will show a to do list item to confirm within two banking days, that your vendor has received the test payment - no action needs to be taken once it’s been confirmed.
Log in to Bill.com and in your To Do list, click the Confirm Vendor task to complete the ePayment setup.

21. Managing Payments

22. Payments Once approved, payments can be scheduled for processing.
Checks are printed and mailed automatically Vendors can be set up to receive ePayment
Notes between users can also be seen by the payer
Managing Payments 1) Users with authority to make payments can review all the payment and approval details including an image of the original bill and notes from approvers. With Security Tokens built in to protect your company, only authorized payers will be able to process payments. Payments can be made by check or e-payment from the same screen – no multiple log ins, or passwords to remember. Bill.com consolidates your payment management by printing and mailing checks for you, and managing your ACH transactions in one system. Details of the payment will stay within Billcom, but record of payment will sync to your accounting software.
Payment Timing
Payments can send as early as the next business day, as long as you schedule them before 6pm Pacific. If you login after 6pm to schedule payments, payments won’t be able to be scheduled for the next business day. Instead, the process date should be set for the business day after. 2) If you want to print a check in your accounting software, you can use Bill.com to keep record of notes and approvals and documentation, and Mark the option to Print Checks in QBO
3) If the payment was made already by a separate system, record the offline payment in Bill.com to close it out.
Pay using Linked Bank Account
Set Checks to print from within Accounting Software
Record as paid outside of Bill.com

23. Payment Timing Lead Time
Process date is determined based on the due date of the bill and the lead time established in the general payables preferences or in a specified vendor's preferences. When setting up preferences for Payables, we ask about lead time. If this does not get filled in, we default to 6 days UNDER SETTINGS > PAYABLES > PREFERENCES THINGS TO KNOW We'll remind you to pay your bills 6 days ahead of time (or however many days ahead you choose for lead time; 6 is default). But you can adjust this process date to whatever time you want payments to be distributed.
We estimate 3 business days for postal mail, so this is a conservative setting to help ensure the payments arrive on time.
On the Pay page, we'll default the Process Dates to 6 days ahead of the Due Dates whenever possible.
You can manually override the Process Date for any bill payment if you'd like to pay earlier or later than the default date entered.
If your bills aren't entered at least 7 days ahead of the Due Dates, we will default to as many days possible before the Due Dates, based on your settings.
Example: If your lead time is set to 6 days, and you enter a bill 4 days ahead of the Due Date, the Process Date will be set to 3 days ahead of the Due Date (1 day is required for bill scheduling). VENDOR PREFERENCES - If necessary, set individual lead times for vendors with different requirements. If the vendor lead time is left blank, it will default to the Payables Preferences setting.
To update a vendor's lead time: 1) Click Payables, then Vendors 2) Locate your vendor 3) Click the Edit icon 4) Enter your lead time preference into the Lead Time section 5)Click Save
The Arrival Date will show on the Pay page to inform you when your vendor is expected to receive the funds. With new accounts payment timing starts off a bit slower so our system can build a payment profile on your account – this way if you only pay a few hundred dollars to your vendor normally, if a $10,000 payment is scheduled, we’ll slow it down to be sure that was intended to be sent

24. Handling Payments Made Outside of Bill.com – Option 1
Payments are a one way sync from Bill.com to your Accounting Software If you don’t use Bill.com to pay some of your bills
Mark the bill as paid in Bill.com so that it no longer shows as outstanding to be paid.

25. Handling Payments Made Outside of Bill.com – Option 2
When you record payments outside of Bill.com, Select “Do not sync” if this payment is already recorded in accounting system, or Enter a check and Ref# to use to sync over to your accounting software.
If the payment is already recorded in accounting system, select the option to “Do not sync” to avoid a sync error.

26. Integration with Variety of Accounting Softwares
Eliminate Double Data Entry
Maintain Consistency
Simplify Reconciliation
Expand Access to Accounting Information
Bill.com provides a direct synchronization with various accounting packages. This includes QuickBooks Online and Desktop,Xero, Intacct, and NS. For all other softwares we provide .csv file Import/Export capabilities
This Allows Bill.com to keep lists, vendors, and expense records in line with your accounting software. When it comes to sync,
List records such as chart of accounts, locations and departments or classifications sync to Bill.com for tracking purposes
Vendor contact updates sync back and forth between the solution and your accounting package keeping all your vendor details up to date.
Transactions from your Online Banking flow into your Accounting Package keeping reconciliation up to date,
This Centralizes Bill.com’s Solution at the heart of your cash flow management.

28. Additional Materials
These are Additional Materials to Share after the Presentation - Or for Sharing if provided time

29. Payables Overview
The Payables -> Overview Page provides insight into Open Bills, Historic and future scheduled payments, and visibility into the bills waiting for approval both by user, and by timeframe. This gives Bill.com users quick and easy visibility into both their cashflows and bottlenecks in their payables process. Automated notifications and reminders alert users to take necessary action at each step.

30. Article Links Setting up your Bill.com Inbox
Manage s for documents ed to your Inbox
Scanning documents to your Inbox with your smartphone
Processing Items from the Inbox
Mobile app: Create invoices
Mobile app: Approving and denying bills
Creating a bill with a document
Approval Workflows
User roles and available permissions
User Roles And Business Scenarios

31. Article Links Cont. Large Biller Vendor ePayment Setup
Inviting a vendor to be paid electronically
Set up ePayment for existing vendors
Lead time preferences and how they impact payables
Bill payments using a credit card
Bills paid outside of Bill.com
Accounting System Sync Matrix