The BILL Integration will allow you to send single payments from GivingData out for payment in BILL. This article is a guide to using the BILL Integration to send single payments to BILL.
To learn more about the GivingData BILL Integration pre-set up requirements, please see this article.
Permissions and Set-Up
After the BILL Integration is enabled, there will be a new Method of Payment, a new Payment Status and a new User Permission that are used with the integration.
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Method of Payment: "BILL"
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Payment Status: "Sent to BILL"
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Permission: "Manage BILL Integration" - This permission controls whether users can link or unlink vendor accounts and send payments to BILL.
Note: The "BILL" Method of Payment and "Sent to Bill" Payment Status are not editable or able to be deleted, as these are part of the integration.
Using the BILL Integration
On a single Payment Record, navigate to the Payee section and update the Method of Payment to be "BILL".
Next, link the Organization's BILL Vendor Account in GivingData. If the Organization's BILL account is not already linked, you will see a notice to link the payee organization's BILL account. Click on "Link Account" to view a list of vendor accounts in your BILL instance.
On the modal to link the Payee Organization's BILL account, review the recommended vendors in the list or utilize the search bar to search for the vendor in your BILL account. You can search by the vendor's name, tax ID, or BILL vendor ID. Once you have found your vendor in the list, click on the vendor and click "Link Account."
Note: If you do not yet have the vendor in your BILL account, you will need to add the vendor in BILL before you can link their vendor account in GivingData. Follow the link to add a new vendor in BILL.
You will receive an on screen notification letting you know that the BILL vendor account has been linked to the Payee Organization in GivingData.
After you link a Payee Organization's Vendor Account, their BILL Vendor Details will be stored on the Organization Record's About tab.
To send a payment to BILL, click on the green "Send Payment to BILL" button to begin.
Note: The "Send Payment to BILL" button will be grayed out if the user does not have the Manage BILL Integration user permission.
After clicking "Send Payment to BILL" a new modal will open for you to review the payment details. If you do not already have an Invoice Number on your Payment Record, you will be prompted to generate an Invoice Number for BILL or input your own. Review the information and select the checkmark verifying that you have reviewed the information. Then you can click "Send Payment" to send the payment to BILL.
Note: The BILL Due Date is set to be the Payment Record's Scheduled Date.
After the payment has been sent to BILL, the Payment Record's status in GivingData will update to "Sent to BILL." The status of the payment in BILL will be displayed on the payment record with the date and time of the latest updated. To manually refresh the payment status in BILL, you can click the refresh button next to the time stamp.
Once the payment has cleared in BILL, the Payment Status in GivingData will update to "Paid."
Once a payment has been sent to BILL, it cannot be canceled in GivingData. The payment will need to be canceled in BILL, which will then update the payment status in GivingData.
Unlinking a BILL Vendor Account from the Payee Organization
You can unlink a BILL vendor account when the Payment Status is not "Sent to BILL." To unlink a BILL vendor account from a Payee Organization, navigate to the Payment Record and click "Unlink Account." Confirm your decision to unlink the vendor account, then you can link a different vendor account.
Unlinking a BILL Vendor account from a Payee Organization is not possible while a Payment to the Payee Organization has a Payment Status of "Sent to BILL." The Payment will need to be canceled in BILL or marked as Paid before a BILL Vendor can be unlinked.
Voiding a Payment
Payments that have been sent to BILL and paid need to be manually voided in BILL. A User with the Manage BILL Integration permission can void a Payment Record in GivingData, but will receive a notice that this action will only update the Payment Status in GivingData, but will NOT void the payment in BILL.