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Bill Pay with Housecall Pro
Bill Pay with Housecall Pro
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Written by William Kohse
Updated over a week ago

Streamline Your Invoice Payments with Bill Pay

Bill Pay is a powerful solution designed to help field service companies streamline bill payments. Say goodbye to manual check writing, addressing envelopes, and post office visits. With Bill Pay, you can focus on growing your business while Housecall Pro takes care of the rest.

Start using Bill Pay today to organize your invoices, streamline bill payments, and gain more insight and control over your cash flow.

Interested in a quick self-guided tour of Bill Pay? Click the button below👇.


Key features & capabilities of Bill Pay

  • Pay any vendor with a check or bank transfer (ACH)

  • Seemless Quickbooks Online integration

  • Collect and organize your invoices and bills within the HCP platform

  • Eliminate manual check writing, addressing envelopes, and trips to the post office

  • Upload copies of your receipts and invoices to the associated bill

  • Keep track of past and upcoming invoices from your vendors

  • View the total invoice payments and amounts due for specific vendors

  • Receive in-app reminders for upcoming due invoices

  • Track and monitor the status of your invoice payments at a glance

  • Save a draft of a bill and come back to it at a later date

Bill Pay powered by HCP Money

HCP Money is a free financial account that is used to pay bills via Bill Pay and provides funding to Expense Cards.

Before you can pay bills using Bill Pay, you must enroll in HCP Money and fund your HCP Money account. To learn more about HCP Money, click the button below.

Once you've enrolled in HCP Money and funded your account, you’re ready to start using Bill Pay! To get started on your first bill, click the ‘Pay a bill’ button on the Bill Pay landing page.

How to pay an invoice

In the 'My Money' tab in your Housecall Pro account, click the option for 'Bill Pay' in the left-hand panel. This will take you to the Bill Pay overview page where you'll see the 'Create New Bill' button in the upper right corner.

After you click 'Create New Bill' you'll need to complete these 3 steps:

  • Step 1: Choose a vendor to pay

  • Step 2: Enter the bill details

  • Step 3: Review and submit for payment

Step 1: Choose a vendor to pay

If this is your first time paying this vendor, select the 'Create a new vendor' option and input their business information. Otherwise, select 'Use an existing vendor' and choose the vendor you wish to pay.

ⓘ The 'Vendor name' and address you input will be used as the payee name and mailing address for the check once the bill is submitted. You can update vendor information at any time, but please confirm the name and address before submitting the bill for payment.

After you've created the new vendor or selected an existing one, click the 'Next' button in the upper right-hand corner.

Step 2: Enter the bill details

Enter the following bill details:

  • Bill description*

  • Total amount*

  • Invoice number* (optional)

  • Job number* (optional)

  • PO number* (optional)

  • Vendor email*(optional)

  • Bill due date*

  • Attachments* (optional)

  • Payment date** (Now or Scheduled)

  • Select payment via bank transfer (ACH) or check

  • Memo*** (optional)

ⓘ Things to note about 'Bill Details' and 'Payment Details'

*These details are only visible in your Housecall Pro account and will not be shared with the vendor once the bill is submitted for payment.

**There is some flexibility when a bill is paid: can save the bill as a draft, submit it for payment immediately, or schedule payment at a later date.

***The 'Memo' field is optional for check payments but the details entered will be printed on the check mailed to the vendor. You can include specific invoice numbers or account details in this field if you choose.

After you've entered the necessary bill details you can click 'Save as draft' or 'Next: Review'.

Step 3: Review and submit for payment

Review bill and vendor details for accuracy. You can edit the vendor or bill details by selecting the 'Edit' button for each section.

If there are no changes you can click ‘Submit Payment’ or 'Schedule Payment'.

Confirming your bill has been submitted

If the submission is successful, you will see a confirmation message that the payment has been submitted or is scheduled for payment. From here you'll have the option to pay another bill or return to the Bill Pay overview page.

You can review drafted, submitted, and paid bills from the overview page.

Bill statuses—what do they mean?

Status

Description

'Submitted'

The bill has been submitted for payment.

(Specific to check payments - the check has been/will be created and mailed to the vendor.

'Paid'

The payment has been received by the vendor.

'Draft'

A bill has been drafted but not submitted for payment.

'Failed'

The bill payment failed. Please reach out to HCP for assistance with this error.

This icon indicates the bill is overdue based on the due date.

How to view and manage additional details for a bill

The bill overview page provides an at-a-glance view of the most recent bills created or paid along with your HCP Money account balance and more.

Searching and filtering bills

Looking for more specific information about your bill? You can also search for bills paid to individual vendors or filter bills based on the date created, the due date, or the status.

Reviewing bill details

By clicking on a specific bill you can review additional information on the right side of your screen without having to leave the overview page. To review all of the bill details click 'View Bill'.

From the 'Bill Details' page, you see all of the information associated with this bill from the status, due date, any attachments, previous payment attempts, and more.

ⓘ If the bill status is 'Draft' or 'Failed' you can re-attempt the payment by clicking the 'Pay' or 'Retry' payment button. You can also add attachments even if you've already paid the bill.

How to create and manage vendor entities

Every bill submitted through Bill Pay must be associated with a vendor. Luckily, Bill Pay allows you to easily create and store vendor information eliminating the need to re-enter vendor details with each new bill. You can also view past and future invoices associated with each vendor along with the outstanding amount due to a given vendor.

Navigating the Vendor Directory

The Vendor Directory can be found by clicking the 'Vendor' option in the left-hand panel. From here you can access vendor information and create new vendors.

Creating a vendor

Follow these steps to create a vendor.

  1. Got to 'My money' and click 'Vendors' in the left-hand panel

  2. Select the 'New Vendor' button in the upper left-hand corner

  3. Input the following details for this vendor:

  • Vendor name

  • Address

  • City

  • State

  • Zip code

  • Vendor phone number (optional)

  • Vendor email address (optional)

  • Account information (optional)

  • Note (optional)

After you enter the vendor details click 'Save' and this vendor will be added to your directory.

ⓘ The 'Vendor name' and address you input will be used as the payee name and mailing address for the check once the bill is submitted. You can update vendor information at any time, but please confirm the name and address before submitting the bill for payment.

Reviewing vendor details

To review specific vendor details click on the vendor's name on the 'Vendor Directory' page or enter the name into the search bar. The 'Vendor Details' page will provide insights into the number of bills you've paid to this vendor, the status of the bills, and any relevant notes on a vendor.

To edit the vendor details, click on the ‘Edit’ button, input updated information, and click 'Save'.

ⓘ If you have draft bills associated with this vendor, that draft bill’s vendor details will be updated to reflect your most recent changes.

How to cancel a bill payment

To submit a cancellation request, please use the blue chat bubble and provide the payment creation date, amount, and vendor information. You can submit a cancellation request for bill payments that have been submitted but not processed by your vendor.

Once the request has been confirmed and processed please allow 10 business days for the bill payment to be canceled and the money returned to your account.

ⓘ Checks are automatically voided after 90 days. The funds from voided checks will be moved back to your HCP Money account after 10 business days.

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