Vendor Setup and Management for Payment Automation

Within Intelligent Payment Automation, you can use Automated Bill Payments only for qualified U.S. vendors that you sync with BILL. If you have multiple U.S. subsidiaries, note that bills for synced vendors may be associated with subsidiaries that have and do not have BILL accounts. For subsidiaries with no BILL accounts, you cannot use Automated Bill Payments even to pay bills for synced vendors.

At any time, you can create or update U.S. vendors, including their bank details, through the following ways:

For migrated vendor bank accounts, see Switching and Migrating to Intelligent Payment Automation.

To set up your vendors for Automated Bill Payments, see the following topics:

Vendor Syncing with BILL

For subsidiaries with approved and active BILL accounts, automatic syncing for associated vendors occurs every day at 5 p.m. Pacific Time (PT). For each U.S. vendor, syncing includes new and updated addresses and any available bank details. Vendor records are initially submitted for syncing through one of the following ways:

For newly set up U.S. subsidiaries, when you have existing non-synced vendors with an open payable balance

This case applies only to vendor records that have the new U.S. subsidiary assigned as the primary subsidiary.
When you create vendor records
When you import vendors

On a vendor record, NetSuite adds a Vendor Profile Information subrecord after its initial syncing, regardless of the result or status. On this record, the Automated Bill Payments setting is automatically set to enable payment processing with BILL. For more information about this record, see Creating Vendors for Automated Bill Payments.

To prepare vendors for initial syncing or resyncing, be sure to update the vendor details according to the qualification criteria. See Vendor Qualification Criteria.

Without waiting for the next syncing schedule, you can manually submit vendors for syncing. For instructions and requirements, see Manually Syncing Vendors with BILL.

From the Payments and Vendors section of the dashboard, you can view the syncing status for each vendor. See Tracking Vendor Syncing and Network Status.

Vendor Qualification Criteria

Only vendors that meet the following qualification criteria can be automatically or manually synced with BILL:

Vendor records must be associated with a primary subsidiary that has a U.S. address. Subsidiaries must have an active BILL account and doesn’t have a rejected BILL application.

To view your subsidiaries, Automated Bill Payments Overview.
Vendors must be within the United States and have a valid U.S. address, as follows:
- Valid U.S. city
- Valid U.S. state
- Valid U.S. zip code with length of five to ten digits
Vendor details must be updated correctly in NetSuite, including the postal address and contact information.

If you add bank details to the record, they must be complete and accurate too. To validate bank accounts, BILL sends a deposit of 0.01 USD and debits the same amount. It blocks the bank account if either of these transactions fails.
Vendors must have an opening balance greater than zero.

If vendors fail to qualify, be sure to check and update any missing details before you try to resync. To update vendor details and view balances, see Creating Vendors for Automated Bill Payments. For more information about syncing, see Vendor Syncing with BILL.

BILL Accounts and BILL Network for Vendors

The BILL network is a collection of customers and vendors that use the BILL platform to transact with one another. Vendors connected to the BILL network can choose their preferred mode of payment, update their own contact and payment information, and get automatic status updates from BILL. See BILL network frequently asked questions (FAQs) for more information about the BILL network and how it works.

A vendor record in BILL is created for each synced vendor. After a record is created, further verification is done to determine whether a vendor has a BILL account and is part of the BILL network. Email requests may be sent a vendor based on the following scenarios.

Note:

BILL uses the vendor company name and other vendor record details to search for matches with BILL accounts, BILL network, and Verified National Vendor directory. Be sure to keep these vendor details up to date.

Also, statuses in BILL get updated on a weekly basis. Status changes that occur after an update reflect in the Vendor Profile Information record after the next update.

For more information about vendor details and statuses, see Tracking Vendor Syncing and Network Status.

If a vendor doesn't have a BILL account, an email is sent requesting them to create a BILL account and join the BILL network.

Your updates to vendors with no BILL accounts automatically reflect on their BILL vendor record.
If a vendor has a BILL account but is not part of the BILL network, an email is sent requesting them to join the BILL network.

Your updates to vendors with BILL accounts but not connected to the BILL network automatically reflect on their BILL vendor record.

If a vendor chooses to be part of the BILL network, their details are managed by BILL. Your updates do not reflect on their BILL vendor record.

If vendors are part of the BILL network, they may also be identified as a Verified National Vendor. In this case, the verified national vendor information for each vendor is updated in their NetSuite vendor record. Verified national vendors can include water, power, cable, phone, electric, and other well-known companies. These businesses are often part of a verified national vendor directory. Matching to a vendor in this directory connects you immediately, allowing you to pay electronically. See Verified national vendor ePayment setup for more information about Verified National Vendors and how they are managed by BILL.

To view payment options available to vendors within the BILL network or identified as a Verified National Vendor, see Bill Payment Options.

Vendor Syncing with BILL

Vendor Qualification Criteria

BILL Accounts and BILL Network for Vendors

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