Bill.com Review: Features and Pricing in 2022

Receiving bills and sending invoices via email can be a problem without proper segregation of documents. On Bill.com, you’ll be provided with a specific email address where you can send invoices to customers and receive bills from vendors. In the image below, you’ll see the email address where all bills and invoices are forwarded. Once forwarded, you’ll get a notification in the Bill.com inbox.

Bill.com Inbox

1. Forwarding address: Your vendors can email their invoices to this forwarding address from Bill.com. Instead of giving them a traditional email address and manually exporting vendor invoices, this Bill.com address automatically fetches all invoices and brings them to the platform. You can also customize the forwarding address to insert your company name.
2. Inbox: Vendor invoices or files sent to the forwarding address will appear in this inbox. Bill.com extracts useful information like vendor name, due date, and amount due for a quick reference automatically. If you click an item, the full invoice will appear on the right.

Once you receive a bill, Bill.com’s Intelligent Virtual Assistant (IVA) will capture key billing information like vendor name, vendor’s invoice number, due date, and amount due. However, the A/P clerk can still fill in other fields like purchase order (PO) number or payment terms.

When you receive a bill from a vendor, Bill.com captures important information like the due date, invoice number, invoice date, and amount due from the PDF or scanned vendor invoice automatically. In the image below, you’ll see some fields completed for you automatically.

Creating a Bill

Bill.com has an outstanding optical character recognition (OCR) feature powered by its artificial intelligence (AI). It only takes a maximum of 30 seconds for Bill.com to read a PDF document and capture essential information.

If you’re thinking that Bill.com only stores bills, you can also manage other kinds of documents on the platform. Bill.com’s intelligent virtual assistant can read handwritten invoices and capture important information like vendor name and amount due. Bill.com can also detect duplicate invoices by checking the invoice numbers and then linking out to the original invoice.

In case of multiple bills in one PDF file, Bill.com will split them into three files automatically whenever the system detects different vendor names. With Bill.com’s unlimited storage feature, you can also bring in other document types like W-9s, contracts, and agreements. Moreover, you can assign documents to vendors for easier access.

For example, you can attach a W-9 to a vendor while it’s being stored in a particular folder. In this way, you can access all W-9 forms easily in the W-9 folder or access a specific W-9 by going to the vendor profile.

Bill.com learns from your past transactions. Whenever you receive a bill from a vendor, the system codifies the bill automatically by suggesting accounts affected by the transaction. In our image below, Bill.com suggested that the bill from Snyder Uniform Supply is chargeable to specific expense accounts.

Account Codification

Bill.com can also automate the assignment of approvers through Bill Approval Policies. If you think that you need to manually assign approvers per invoice, you can let Bill.com do the majority of the work for you through Bill Approval Policies.

Bill Approval Policies

You can set logical arguments and criteria when creating policies. In this way, Bill.com can assign approvers for you automatically if the transaction matches the criteria. You can also create multiple approval policies to help reduce the data entry time in every transaction.

Approval Workflows

After the approver is assigned automatically, they will see the billing on a dedicated page for approvers only. In the approver’s dashboard, they’ll see the invoice number, vendor, account affected, due date, invoice date, and billed amount. On the far right of the screen, they can immediately approve the bill by simply clicking Approve.

Approver’s Dashboard

The approver can also batch approve or manually approve bills one by one. They can click the item to view all the details about the transaction. In the image below, we can see all the details pertaining to the transaction including the actual vendor invoice. On the approver’s end, invoice details are view-only. They cannot edit it to correct mistakes or change the information.

Viewing Invoice Details on the Approver’s End

If the approver finds a problem, they can return it to the submitter for revision. When denying or rejecting bills and vendor credits, the approver must select a reason for rejection. These reasons include:

• Duplicate bill
• Data entry error
• Incorrect approver
• Other (The approver must specify)

Once the approver is satisfied with the bill or the bill has been rerouted to another person, the approver can approve the bill. After clicking Approve, Bill.com will generate a timestamp and generate a virtual signature after approval. Once approved, the bill cannot be edited or deleted to preserve the integrity of accounting records.

Bill.com also has an auditor access feature that gives your company’s auditor easy access to documents without going through you. Just like the approver’s page, the auditors will have a special login page where they can pull up any invoice or record from your account.

When changes are made to transactions, every change will appear in the audit trail. You can view the audit trail per transaction.

Audit Trail

The audit trail shows who edited the transaction, when it was edited, what field was affected, and what changes occurred. Having an audit trail helps in improving your business’ internal control and prevents employees from performing fraudulent acts.

All approved bills will go to the Bills section. In the Bills section, you’ll see a list of bills approved, including details like due dates, balance due, payment status, and payment amount.

Bills Section

Through Bill.com, you pay vendors in various ways. You can perform e-payments, Vendor Direct for larger billers, international wire transfers across 130 currencies, and check payments. The Vendor Direct program is for billers that prefer credit card payments and you can set it up without enrolling or paying additional fees.

In the upper right corner, you set the date to bulk pay bills. After you’ve set the date, the process date of all check bills will adjust automatically, based on the payment date. You can also partially pay bills by modifying the amount under the Payment Amount column. Once you’re set, click Review & Pay to proceed to the Remittance screen.

Remittance Screen

In the remittance screen, you’ll have the chance to review payment details like mailing address and email address. You can also add notes in the memo up to 80 characters. When you enter something in the memo field, the same will appear in the memo line of the check. Once bills have been submitted for payment, all transactions will transfer to the Payments Out screen.

Payments Out Screen

You can still manage payments in the Payments Out screen. If payments have been processed but not yet deposited, you can click Void under the Actions column to cancel the payment. However, if payments are still scheduled or pending approval, you can cancel them by clicking Cancel Payment.

Bill.com App

Bill.com Approver’s Screen on Mobile

Bill.com also has a mobile app that you can use to capture receipts and approve bills on the go. With the mobile app, users can still process bills from vendors and approvers can review submitted bills even if they are away from their desktop. Approvers can swipe right to approve bills and swipe left to reject them.

Bill.com’s invoicing and basic accounts receivable features are free in the A/P subscription. However, the free invoicing in the A/P subscription doesn’t include unlimited data storage for invoices, automatic sync with accounting software, or recurring invoices. If you need these features, you should get the Get Paid and Pay Bills plan.

Creating an invoice
(Source: Bill.com)

The invoicing features of Bill.com aren’t as impressive as other invoicing software. It doesn’t offer a wide array of features that lets you add some branding to your invoice. Though Bill.com has three templates to choose from, we can’t recommend their invoicing if you want to add logos and other company branding to your invoice. Instead, you may choose Invoicera for full customization of invoices.

Tracking Invoice Statuses

Bill.com’s invoicing is perfect if your customers are also using Bill.com. Once you send them invoices, you can track the status of the invoice from within the Bill.com app. However, if the customer doesn’t have a Bill.com account, there’s no way of tracking the invoice electronically. You can instead reach out to the payor to ask about the status.

Invoice Status
(Source: Bill.com)

If the customer processes your invoice through Bill.com but didn’t pay using Bill.com, the invoice status will be marked as Paid Outside of Bill.com. You need to manually record payment to close the invoice.