Frequently Asked Questions about Intelligent Payment Automation
These sections contain frequently asked questions related to setting up and using Intelligent Payment Automation:
Overview and Setup Questions
What is the Intelligent Payment Automation SuiteApp?
The Intelligent Payment Automation SuiteApp lets U.S.-based companies automate vendor payments directly within NetSuite. With this SuiteApp, you can pay vendors by check, Automated Clearing House (ACH), virtual card, wallet payment, or Mastercard Remote Payment and Presentment Service (RPPS).
To setup, follow the sequence of procedures in this topic, Setting Up Intelligent Payment Automation.
Who can use the Intelligent Payment Automation SuiteApp?
Organizations in the U.S. that have a valid U.S. address can use this SuiteApp to pay vendors in the U.S.
What actions require user verification of MFA?
You need multi-factor authentication (MFA) for account creation, bank linking, submitting payments, and more. User verification is a one-time process to confirm your identity and authorization to process payments. You may need to do it again if you add or verify bank accounts.
How can I change the phone number?
To change the phone number, contact NetSuite support and provide the phone number to be updated. Oracle NetSuite Support requests BILL to update your phone number. After that, BILL contacts you to provide the required documentation for the update.
What do I do if my company's EIN or legal name changes?
If you need to change your company's EIN (Employer Identification Number) or legal name for an existing BILL account, contact Oracle NetSuite Support to submit a request. A new account may be required by BILL, especially for EIN or legal name changes.
Payment and Transaction Related Questions
What payment methods are supported?
Supported payment methods are checks and ACH. For vendors on the BILL network, you can also use virtual cards, wallet payments, and for verified national vendors, Mastercard RPPS.
Can I process payments in currencies other than USD?
No, payments can only be made in US Dollars (USD).
Are there fees associated with using the Intelligent Payment Automation SuiteApp?
Yes, BILL charges transaction and service fees for payments and some related processes. For the latest charges, see NetSuite Intelligent Payment Automation powered by BILL.
Can I manage payment automation for multiple subsidiaries?
Yes, the SuiteApp supports multiple subsidiaries. Each subsidiary must have a valid U.S. address, and you need to complete sign-up for each separately.
Is there a transaction limit?
Yes, you can select up to 50 transactions per vendor per payment. Across all vendors, you can create up to 10,000 transactions in a single payment run.
Do I need to set up payment approvals?
This step is optional. Payment approval workflows let you set approval limits and levels. If they’re enabled, any payments over the limit need to be approved before processing.
What are the different payment statuses and what do they mean?
Payment statuses show what stage a payment is in. Examples are For Submission, Scheduled, Processing, Payment Sent, and Paid. For a full list and details, see Bill Payment Statuses.
What should I do if a payment fails?
If a payment fails, start a new payment for the affected bills.
Vendor and Bank Account Management Questions
What information is required to set up a BILL account?
To create a BILL account, you need your business or subsidiary details, a valid U.S. address, your EIN or SSN/ITIN and bank account information. See Setting Up Intelligent Payment Automation for more details.
How does vendor management and syncing work?
NetSuite syncs vendor information to BILL at regular intervals. Adding, updating, or importing vendors can trigger syncs. Only vendors with a valid U.S. address and open balance are included.
How can I manage my bank accounts in the Intelligent Payment Automation SuiteApp?
To manage your bank accounts, go to Payment Automation > Dashboard > Overview and select Manage Bank Accounts, or go to Settings > Bank Accounts. You can add, update, delete, or set a default bank account. Most actions require MFA and updates show up in both BILL and NetSuite.
What happens if a bank account cannot be verified?
If a manually linked bank account isn’t verified in time, or fails verification, it becomes inactive and can’t be used for payments. Try adding and verifying it again, or add a new bank account.
Can I change the default bank account?
Yes, if you have more than one bank account linked, you can change the default one anytime from the Bank Accounts page. You can only have one default account at a time. See Managing Bank Accounts for more information.
Troubleshooting Questions
My user verification status is In_review. How long should I wait before submitting payments to BILL? Is user verification instant?
User verification isn’t always instant. If your status is In_review, wait up to 48 hours for BILL to finish the process. You can submit payments to BILL only after your user verification is approved. If your status doesn’t update after 48 hours, contact support for assistance.
What if my application for a BILL account is rejected?
If BILL rejects your application, you can’t use Intelligent Payment Automation to pay vendors for that subsidiary. BILL will inform you of the reason it was rejected. Payments for rejected subsidiaries need to be processed another way.
What should I do if I need to void or cancel a payment?
You can void or cancel payments with statuses such as For Submission, Scheduled, or Processing, in the Payment Processing section of the dashboard. Resubmit any voided payments as part of a new payment run. For more information, see Canceling and Voiding Payments.
Why does my bank connection through Plaid get stuck at the login page or keep asking me to log in?
Some banks require you to enable third-party sharing or similar permissions before you can share banking data with Plaid or other external apps. For example, First Carolina Bank may require this setting. Check your online banking privacy and security settings and enable third-party data sharing. After updating your settings, try connecting again.
What happens if I am unenrolled but want to continue, and my payment is still in progress?
If you are unenrolled while a payment is in progress, your eligibility for re-enrollment will be reviewed. If eligible, or if the underlying issue can be resolved, your payment will be placed on hold, not canceled. You may need to provide more information or documents. If the issue is resolved, you will be re-enrolled.
What if I am found ineligible after unenrollment?
If you are found to be ineligible after unenrollment, you remain unenrolled. All related payments are canceled and refunded.
Do I need to re-enroll if I am already associated with a new entity?
No, if you're already associated with a new entity, you do not need to re-enroll.