Vendor setup: User experience

In this section, we showcase visuals and the primary user interactions with the Vendor setup Element.

See Vendor setup: Implementation for implementation details, including pre-conditions, custom events, and error handling.

Core behavior and requirements

With the Vendor setup Element, BILL has a set of requirements for the expected behavior.

Behavior & requirements	Description
User role	The organization user must have the `ADMINISTRATOR` user role to manage vendors in the organization.
International vendor support	BILL supports adding, updating, and paying vendors in more than 130 countries. The BILL Network supports more than 20 countries, with additional countries added regularly. For international private ACH payments, BILL dynamically collects the required vendor and bank account information based on the vendor's country. The vendor setup Element also supports multiple currencies and automatically sets a preferred bill and payment currency, which the user can then update.

Behavior & requirements

Description

User role

The organization user must have the ADMINISTRATOR user role to manage vendors in the organization.

International vendor support

BILL supports adding, updating, and paying vendors in more than 130 countries.
The BILL Network supports more than 20 countries, with additional countries added regularly.
For international private ACH payments, BILL dynamically collects the required vendor and bank account information based on the vendor's country.
The vendor setup Element also supports multiple currencies and automatically sets a preferred bill and payment currency, which the user can then update.

Initialize the Element experience

When you initialize the Element experience with the register() function, the behavior and pre-filled data depend on the parameters sent in the inputs object.

Input	Result
No `vendorId` is sent as input	The user can create a new vendor record
No `vendorId` is sent as input, vendor name and/or address sent as an input	The user can create a new vendor record with prefilled name or address details
A `vendorId` is sent as input	The user can update an existing vendor record
A `vendorId` for a US vendor is sent as input, and the vendor does not have a complete address on file (address line 1, city, state, zip)	An error message explains that the vendor is missing an address
A `vendorId` is sent as input, and the vendor is in an unsupported country for payments	An error message explains that the country is unsupported for payments
A `vendorId` is sent as input, and the vendor is an International vendor without user-managed bank information on file and with open bills.	A message explains that vendor details cannot be updated because bills exist on the vendor record
A `vendorId` is sent as input, and the vendor has bank information already on file	The user is redirected to update the vendor’s private bank information
A `vendorId` is sent as input, and the vendor has an outstanding invitation to the vendor to join the BILL Network	The user is asked if they want to cancel the outstanding invitation
A `vendorId` is sent as input, and the vendor is a network connected vendor	The user is asked if they want to cancel the connection with the vendor
A `vendorName` is sent as input	The vendor name search field is pre-populated
Both `vendorId` and `vendorName` are sent as input	The name associated with the existing BILL vendor (`vendorId`) is used to pre-populate the vendor name search field
A `vendorAddress` is sent as input	The address fields are pre-populated.
Both `vendorId` and `vendorAddress` are sent as input	The address associated with the existing BILL vendor (`vendorId`) is used to pre-populate the address fields.
A `lockBillCurrency` is sent as input	If set to true with a `vendorId` (international flow), the bill currency preference and bank location are locked. NOTE: The value defaults to `false`

Plan your user experience

In this section, we outline key considerations for planning a seamless user experience when integrating with the Vendor setup Element into your application. Ensure that you address each point thoughtfully to realize the full value of the Element capabilities in your existing experience.

US vendors

International vendors

Assumptions

When the user is using the Vendor setup Element, BILL assumes that the user wants to create a new vendor record or connect an existing vendor record from their organization to a vendor in the BILL Network.

Entry points

There are a set of workflows where the Vendor setup Element can be integrated.

When the user is attempting to add a new US vendor or an International vendor while also searching for or inviting them to the BILL Network, or adding their bank details
When the user is attempting to configure an existing vendor for ePayments by searching for or inviting them to the BILL Network
When the user is attempting to pay a bill to a vendor

Map the user flow

Map the complete user flow from adding a new vendor record to successfully completing the process of making a payment.

Maintain context

Ensure that your users understand that they are creating a new vendor record or connecting an existing vendor record from their organization to a vendor in the BILL Network. In addition, your users must understand how this relates to their ability to pay vendors with your integrated experience.

Manual Vendor Setup

When a user sets up a vendor that is outside of the BILL Network, the user will be asked to provide specific information based on the vendor's location and the chosen payment method.

Vendor type	Required information
US vendors	Vendor bank account and routing information (for ePayments) Email address (optional, for check payments)
International vendors	Vendor bank location and currency preferences Vendor bank information (collected dynamically based on bank location) Vendor bank account number, account holder name, and purpose of payment

NOTE: When the user adds a bank account with manual setup, BILL requires 2 business days to complete a one-time verification of the bank account.