About Receivables Workflow
NOTE: Each API call requires a session ID (generated with Login API request).
The Receivables workflow describes the process of how your organization is paid for goods and/or services provided to your customers. Bill.com provides solutions that simplify the process that tracks the business details of a complete receivables transaction.
Bill.com recommends that ePayments (ACH transfers) be used to save time and expense. Read the Accept ePayments article on how your organization can receive funds more quickly.
There are two prerequisites that must exist within your Bill.com account - customers and invoices to the customers.
Your customer is the basis of the Receivables workflow. A customer is the entity (person or organization) that pays your organization for goods and/or services that have been provided. Customer details can be entered directly on the Bill.com UI, with the Customer API, with a sync from accounting software, or direct import from a CSV file.
When the Customer is created, you can use the Network Workflow to make a direct connection with the customer. If the customer has a Bill.com account, ePayments can be received within the Bill.com network.
When your organization provides goods and/or services to the customer, an Invoice records details about the transaction and amount(s) you charged to the customer. Invoice details can be entered directly on the Bill.com UI, with the Invoice API, with a sync (import) action from accounting software, or direct import from a CSV file.
Routine workflow process
This is a simplified sequence of actions of the Receivables workflow:
- (required) As needed, create the Customer.
- (required) Create the Invoice or for Invoices that occur on a regular schedule for a set amount, RecurringInvoice will automatically generate the Invoice.
- (optional) Add any Attachments (can only be done in the Bill.com UI from the Inbox).
- (optional) If applicable, create CreditMemo (reductions in the amount due from a customer).
NOTE: Currently, the CreditMemo entry must be applied to invoices in the Bill.com UI.
- (optional) Use SendInvoice to send invoice via email).
- (required) To receive funds, use one of these options:
ReceivedPay - if received from customer in Bill.com network or from Customer Portal.
RecordARPayment - if received outside Bill.com system, this records the funds.
- (optional) List returns a listing of the specified entity (invoices, customers, credits, etc.)
Invoice payment options
Here is a series of articles on how organizations Get paid via Bill.com.
If the customer is not already connected via the Bill.com network (see Network Workflow), you can use a SendInvite call. This invites the customer to create a free Customer Portal (a free Bill.com service). If accepted, and the bank details are successfully entered, the customer can use ePayments to pay your Invoices.
The ReceivedPay API records the payment received from a customer in the Bill.com network or from a Customer Portal.
If invoice payments are received outside of the Bill.com system (checks, cash, or other forms of payment), details of the payments are applied against invoices with the RecordARPayment API.
Select partners can use the CustomerBankAccount API to add customer bank account information into the Bill.com system. This allows the organization to directly charge the customer's bank account according to the terms of the invoice.
If the organization wants to accept credit card payments, this can only be done from the Bill.com UI.
A Credit Memo is an reduction of the amount owed by the customer to your organization. This can be from an invoice adjustment (i.e., fewer goods and/or services were delivered then were first charged). Or the organization may want to reduce the received funds because of some other arrangement with the customer.
Use the CreditMemo API to create the reduction adjustment.
NOTE: The application of the adjustment to invoices must be done on the Bill.com UI.