Melio is known for its streamlined approach to bill payment and vendor management, providing a cost-effective option for businesses looking to optimize their cash flow without platform fees. Meanwhile, QuickBooks Bill Pay is deeply integrated into QuickBooks Online, the industry-leading small business accounting software. While Melio has no platform fees, QuickBooks Bill Pay is $90 per month for unlimited payments, in addition to your monthly subscription to QuickBooks Online (ranges from $35 to $235).
In this Melio vs QuickBooks comparison, I’ll review the key features and benefits of both providers to help you make an informed decision for your financial management needs. Ultimately, your choice should be driven by the specific needs and priorities of your business, whether it’s simplifying bill payments or managing a wide range of financial tasks:
- Melio: Great for businesses seeking a standalone A/P and A/R solution that also integrates with QuickBooks Online
- QuickBooks Bill Pay: Best for businesses seeking a robust accounting software that includes basic bill pay features
Melio vs QuickBooks Bill Pay: Quick Comparison
 |  | |
|---|---|---|
(out of 5) | 3.8 ★ | 4.4 ★ |
Monthly Pricing | $0 to $55 | $0 to $90 for QuickBooks Bill Pay, plus $35 to $235 for QuickBooks Online |
Number of Users | Unlimited | 1 to 25, depending on plan |
Accounts Receivable (A/R) | Limited | ✓ |
Accounts Payable (A/P) | ✓ | ✓ |
Customizable Account Permissions | ✕ | ✓ |
Approval Workflows | ✓ | Elite only |
Batch Payments | ✓ | ✓ |
Import/Export Data | ✓ | ✓ |
Mobile App | iOS and Android | iOS and Android |
Payment in Multiple Currencies | ✕ | ✓ |
Audit Trails | ✕ | ✓ |
Short-term Financing | ✓ | Via QuickBooks Capital |
Vendor Portal | ✕ | ✕ |
Use Cases & Pros & Cons
- Businesses seeking a standalone A/P solution: We selected Melio as one of the leading A/P software because of its low-cost platform fees and minimal transaction fees. It’s good for users who don’t process many transactions per month but still need exclusive A/P software for tracking bills efficiently—and because it’s standalone software, you don’t have to pay any additional fees, like you do with QuickBooks Bill Pay.
- Businesses wanting an A/R and A/P tool that integrates with QuickBooks: Unlike QuickBooks Bill Pay, which only integrates with QuickBooks, Melio integrates with QuickBooks, FreshBooks, Xero, and more, allowing businesses to sync their bill payment data with their accounting records seamlessly. This integration can streamline financial management and ensure accurate bookkeeping.
- Businesses struggling with cash flow: Melio lets you pay bills with a credit card and then sends a check to the vendor. This feature isn’t offered with QuickBooks Bill Pay. Paying with a credit card and delaying when the funds leave your account will allow you to extend your float and may also earn you extra points, miles, or cash back.
Pros
- Integrates with QuickBooks Online and Xero
- Doesn’t require your vendors to have a Melio account to receive payments
- Uses optical character recognition (OCR) or artificial intelligence (AI) for billing
Cons
- Charges each additional user $10 per month with paid plans
- Offers only live chat and email support in the free tier
- Can only process payments to businesses, not individuals
- Businesses needing a complete accounting system: QuickBooks Bill Pay comes embedded in QuickBooks Online, which makes it much more convenient to use than Melio. We ranked QuickBooks Bill Pay our overall best small business accounting software. It has the ability to create classes and locations for tracking income and expenses and is customizable to specific industries. QuickBooks Online also scored highly in A/R, A/P, banking, and inventory.
- QuickBooks Online users with fewer than five monthly ACH transfers: If you sign up for QuickBooks Bill Pay’s free Basic plan, you’ll receive up to five free ACH payments per month Each additional ACH payment is $0.50 per transaction . This is especially useful for businesses that don’t process that many transactions each month. While Melio’s free plan also includes five free ACH payments per month, it doesn’t offer automatic transaction matching and bill creation like QuickBooks Bill Pay.
- Businesses with workers often working remotely: While Melio offers a mobile app, it is restricted to A/P features. Meanwhile, QuickBooks Online provides a powerful mobile app that allows you to perform many bookkeeping tasks, such as paying bills, creating and sending invoices, receiving payments, and reviewing reports. We ranked it as one of the top mobile accounting apps.
Pros
- Is integrated into QuickBooks Online bookkeeping software
- Has automated bill creation
- Lets you set user roles and permissions
- Offers a robust mobile app
Cons
- Requires a monthly subscription to QuickBooks Online, which starts at $35
- Offers bill approval workflows only in the most expensive plan
- Small businesses on a limited budget requiring accounting software: QuickBooks Online is one of the most expensive software on the market, whereas Melio isn’t a complete accounting system. For a more affordable solution, I recommend Wave, which is free for accounting and invoicing. Wave is also one of our leading QuickBooks alternatives, and you can learn more about it in our Wave review.
- Businesses sending and receiving international payments regularly: If your business needs to make payments in multiple currencies, Wise is an excellent option. It allows you to send your money internationally in local currencies at affordable rates, and you can receive money from abroad. It also lets you hold multiple foreign currencies and make foreign currency debit card payments without incurring foreign transaction fees. These features are unavailable with Melio, and QuickBooks Online’s multicurrency capabilities aren’t quite as advanced. Read our Wise Business Account review for more information.
- Businesses seeking access to corporate cards: Neither Melio nor QuickBooks Online offer a corporate card that you can offer to your employees, but Ramp’s corporate card gives you up to 1.5% cash back with every purchase, and you can control purchases by determining which vendors to allow or exclude on any given card. You can also define amount thresholds and review its automated savings insights. Check out our review of Ramp Card to determine if it’s a fit for your business.
User Reviews: Tie
| | |
|---|---|---|
Average Rating on Third-party Sites | ||
Users Like | It can integrate with both QuickBooks Online and Xero Its interface is user-friendly Customer support reps are friendly | You can track vendors and contractors for issuing 1099s You can upload or import invoices to prefill bills You can assign user roles and permissions |
Users Dislike | Payments to vendors can be slow and unsuccessful Communication regarding technical issues can be unreliable | Payment approval workflows are only available with the most expensive plan Free plan only offers five ACH payments You must also factor in the additional cost of QuickBooks Online |
I could not find specific reviews for QuickBooks Bill Pay, but I looked at how users scored QuickBooks Online. Both Melio and QuickBooks Online received mostly positive feedback, and since the average rating is exactly the same, I called this category a tie.
One satisfied user shared that Melio is easy to set up and use and that its user interface is very intuitive. They also commented on the friendly customer support reps, although other reviewers reported that it can be difficult to get a hold of someone when needing technical support. I commend Melio’s ability to integrate with both QuickBooks and Xero if you require accounting software integration.
On the downside, some users have complained about slow or unsuccessful payments to vendors. Others felt some things that seem so simple are overly complicated.
As of this writing, here’s how Melio is rated on top review websites:
QuickBooks Online received high praise for its ease of use and customization options, as well as its ability to track vendors and contractors for issuing 1099s. One user commented on the added benefit of assigning user roles and permissions with the Elite plan. Because Melio isn’t a double-entry accounting system, QuickBooks is more comprehensive in many areas.
Looking at the flip side, a reviewer was critical of the fact that the payment approval workflows are only available with the most expensive plan. Also, another shared that a subscription to QuickBooks Online is also required, which comes at an additional cost.
QuickBooks Online earned the following average scores on popular review sites:
Pricing: Melio Wins
| | |
|---|---|---|
Fit Small Business Score | 3.5 out of 4 | 4.0 out of 5 |
Monthly Pricing |
The Core and Boost plans charge an additional $10 per user, per month. Extra ACH payments are 50 cents per transaction. |
Extra ACH payments for Basic and Premium are 50 cents per transaction. In addition to the Bill Pay subscription, users must also have a QuickBooks Online subscription:
|
Number of Users Included | 1 ($10 monthly per additional seat for the Core and Boost plans) | 1 to 25, depending on your QuickBooks Online subscription |
Billable Clients | Unlimited | 10,000 to 100,000 |
ePayment/ACH Transaction Fees | $0, extra transactions fees above the allotted amount are 50 cents each | $0 to $90 per month for QuickBooks Bill Pay, which ranges from 5 free to unlimited per month |
Check Mailing Fee | $1.50 per check payment | $1.50 per check payment |
Invoice Mailing Fee | N/A | N/A |
Payment by Debit or Credit Card | 2.9% of payment (applies to payer) | N/A |
International Wire Transfer (Local Currency) | N/A | N/A |
International Wire Transfer (USD) | $20 flat fee or 2.9% when paying with card | N/A |
Faster ACH Payments | 1% of payment (up to $30) for same-day delivery | N/A |
Faster Check Payments | $20 flat fee within three business days | N/A |
Free Trial | 30 days for paid plans | 30 days |
It was difficult for me to compare the pricing of QuickBooks vs Melio because Bill Pay and A/P management is just a small part of what QuickBooks offers. While both offer a free option, Melio’s highest paid tier is less expensive ($55 a month) than QuickBooks Bill Pay’s top plan ($90 monthly). Also, QuickBooks Online’s Bill Pay free option is very limited and requires a subscription to QuickBooks Online, which requires additional fees.
Because of its additional A/P services, I selected Melio as the clear leader in this category. Despite its lower rating, I found its affordability and flexibility of plans along with its ability to accommodate unlimited users extremely attractive.
It offers many services on its standalone platform that are unavailable with QuickBooks Bill Pay—namely payment by debit or credit card, international wire transfers, and faster ACH and check payments. However, you’ll probably want accounting software for your business, so be sure to factor that cost into your decision.
Features: QuickBooks Bill Pay Wins
| | |
|---|---|---|
A/P and A/R Features | ✓ | ✓ |
Compatible Accounting Software | QuickBooks, Xero, FreshBooks, Business Central | QuickBooks Online |
Connect Bank & Credit Card Accounts | ✓ | ✓ |
Approval Workflows | ✓ | Elite only |
Batch Payments | ✓ | ✓ |
Import/Export Data | ✓ | ✓ |
International Payments | ✓ | ✕ |
Autocapture Bills and Receipts | ✓ | ✓ |
Send Invoices & Track Collections | ✓ | ✓ |
OCR | ✓ | ✓ |
Mobile App | iOS and Android | iOS and Android |
Customizable User Permissions | ✕ | Elite Only |
Audit Trails | ✕ | ✓ |
Team Collaboration Tools | ✕ | ✓ |
Vendor Portal | ✕ | ✕ |
When it comes to notable features, QuickBooks Online dominates with the ability to view audit trails, set up customizable account permissions, and access team collaboration tools, so I chose it as the winner of this category. You can also send international payments with Melio using US dollars—a feature unavailable with QuickBooks Online.
Melio provides short-term financing through its Pay Over Time feature, which enables users to finance outstanding bills for up to 12 months. QuickBooks users can access financing with terms of 6 to 24 months through QuickBooks Capital, but applying is not as simple as Melio’s financing, which is integrated within the bill pay feature.
Both providers, however, let you send invoices and track collections, connect your bank and credit card accounts, use OCR, process batch payments, import/export data, and autocapture receipts and bills. Neither QuickBooks nor Melio provide a vendor portal.
General A/P Features: QuickBooks Bill Pay Wins
| | |
|---|---|---|
Fit Small Business Score | 3.5 out of 5 | 5.0 out of 5 |
Record Purchase Orders | ✕ | ✓ |
Short-pay an Invoice | ✓ | ✓ |
Recurring Bills | ✓ | ✓ |
Set Default Cost For Invoice Items | ✕ | ✓ |
While both tools offer robust A/P features, QuickBooks Online provides two features that Melio doesn’t—purchase orders and the ability to print checks directly from the software. In addition, Melio requires an accounting software integration to perform many basic A/P functions, like applying vendor credits to new bills and viewing transactions by vendor.
Advanced A/P Features: Melio Wins
| | |
|---|---|---|
Fit Small Business Score | 4.0 out of 5 | 3.7 out of 5 |
Automatic Bill Capture | ✓ | ✓ |
OCR | ✓ | ✓ |
1099 Contractor Payments | ✓ | ✓ |
Bill Approvals | ✓ | ✕ |
Intelligent Virtual Assistant | ✕ | ✓ |
I graded Melio higher than QuickBooks Bill Pay for advanced features because of the available intelligent virtual assistant and the bill approval workflow. However, both solutions provide helpful advanced features like automatic bill capture, OCR for creating bill entries from scans, and managing 1099 contractor payments.
A/R: QuickBooks Online Wins
| | |
|---|---|---|
Recurring Invoices | ✓ | ✓ |
Create & Send Invoices | ✓ | ✓ |
Add Logo to Invoice | ✓ | ✓ |
Invoice Customization | ✕ | ✓ |
Send Estimates & Sales Receipts | ✕ | ✓ |
Sales Tax Tracking | ✕ | ✓ |
Melio’s A/R features are limited to sending either recurring or individual invoices, and the only customization option is to upload your logo. QuickBooks offers a variety of customization options that include a variety of templates, changing color or fonts, adding a custom message, and uploading your logo. You can also send estimates and sales receipts to customers, as well as track sales taxes. It is for this reason that QuickBooks Online came out on top in my evaluation.
Ease of Use: Tie
| | |
|---|---|---|
Fit Small Business Score | 4.3 out of 5 | 4.8 out of 5 |
Overall Ease of Use | Easy | Easy |
Accessibility | Cloud | Cloud |
Online Help Section | ✓ | ✓ |
User-friendly Dashboard | ✓ | ✓ |
Even though QuickBooks Bill Pay scored a little higher, I declared this category a tie because both platforms are intuitive and user-friendly for their intended purposes. Melio may be considered more straightforward because of its limited features, but QuickBooks Online is relatively easy to learn compared with other accounting software. Check out our series of free QuickBooks tutorials for more information.
Mobile App: QuickBooks Online Wins
| | |
|---|---|---|
Accessibility | iOS and Android | iOS and Android |
Pay Bills | ✓ | ✓ |
Invoice Customers | ✕ | ✓ |
Send Estimates & Sales Receipts | ✕ | ✓ |
Assign Expenses to Customers or Projects | ✕ | ✓ |
Reconcile Accounts | ✕ | ✓ |
Bill/Receipt Scanning | ✕ | ✓ |
Mileage & GPS Tracking | ✕ | ✓ |
Financial Reports | ✕ | ✓ |
Time Tracking | ✕ | ✕ |
Melio’s mobile app is very limited, without access to A/R features. Meanwhile, you can perform most of the same features on QuickBooks Online’s app as on the web platform. These features include creating and sending invoices, assigning expenses to customers or projects, sending estimates and sales receipts, paying bills, reconciling accounts, bill and receipt scanning, and mileage and GPS tracking. It is due to these features that I selected QuickBooks Online as the leader in this criterion.
Customer Support: QuickBooks Online Wins
| | |
|---|---|---|
Customer Support Hours | Monday through Friday, 9 a.m. to 8 p.m. Eastern time | Monday through Friday, 9 a.m. to 9 p.m. ET Saturday, 9 a.m. to 6 p.m. ET
|
Email Support | ✓ | ✓ |
Live Chat Support | ✓ | ✓ |
Searchable Knowledge Base | ✓ | ✓ |
Online Help Resources | ✓ | ✓ |
Community Support | ✕ | ✓ |
Phone Support | ✕ | ✓ |
QuickBooks Online also takes the top spot when it comes to customer support, with access to QuickBooks Online’s support in various forms. While both Melio and QuickBooks Online offer email and live chat support and searchable knowledge base and online help resources, only QuickBooks Online provides community and phone support after you submit an online form. If you sign up for one of Melio’s paid plans, you have access to either priority or premium customer support, but the website doesn’t specify what that includes.
How I Evaluated QuickBooks vs Melio
The Fit Small Business accounting team developed a rubric to determine the best A/P software, assigning certain percentages for each criterion and different weights for subcriteria. Given that, I was able to evaluate and compare the pricing, general features, specific features, and ease of use of Melio and QuickBooks Bill Pay.
25% of Overall Score
In assessing the pricing, we considered the transparency, affordability, and flexibility of pricing plans. We also gave more credit to the software providers that can accommodate more users.
25% of Overall Score
When considering basic A/P functionality, we looked at features, such as creating vendors, tracking vendor transactions, viewing outstanding bills, recording vendor credits, and other minor A/P features.
25% of Overall Score
In evaluating special A/P features, we focused more on A/P automation. We heavily considered the ability of the software to reduce data entry time, workflow approvals, and batch processing. We also included the following:
25% of Overall Score
Frequently Asked Questions (FAQs)
Yes. Melio primarily focuses on integrating with QuickBooks Online, but it also offers integrations with Xero.
QuickBooks Online subscribers will have to pay bills through QuickBooks Bill Pay by default, but they can still choose to integrate Melio with their QuickBooks Online account through the QuickBooks App Store.
Yes, QuickBooks Online provides live bookkeeping support in the form of QuickBooks Live Bookkeeping, which starts at $300 per month. You’ll receive access to a team of certified bookkeeping professionals who will provide monthly bookkeeping services and live support through video chat. For more information, read our review of QuickBooks Live.
Yes, you can customize templates for invoices, sales receipts, and reports in QuickBooks Online. You can upload your logo, change colors, and tailor them to your business branding.
Bottom Line
Melio and QuickBooks Online are both valuable tools in the world of business finance, each excelling in its respective niche. Melio’s focus on bill payment automation—both as a QuickBooks integration and standalone platform—and its cost-effective approach make it a compelling choice for businesses seeking streamlined vendor management. However, I selected QuickBooks as the best overall because of its strong accounting features.
[1]Capterra | Melio
[2]Trustpilot | Melio
[3]Software Advice | QuickBooks Online
[4]G2 | QuickBooks Online
