How to Start Using Bill Pay
In this section, we'll go over the four key steps that will give you a few tips on how to get started and pay your first bill with Bill Pay:
Funding your HCP Money Account.
Uploading invoices for auto-fill.
Creating a bill.
Reviewing and submitting for payment.
Please Note: Before you can pay bills using Bill Pay, you must enroll in HCP Money and fund your HCP Money account.
📖 Help Center Article:
To learn more about HCP Money, check out our Help Article, "Getting Started with HCP Money" in the HCP Help Center.
Step 1: Funding Your HCP Money Account
Funding your HCP Money account is the first and ✨most important✨ step before you start using Bill Pay because it ensures that you have the money to pay your first bill.
There are two main ways to fund your account:
Transferring money from an external bank account into your account, or
Setting up a minimum balance.
📖 Help Center Article:
To learn more about bank transfers and setting up a minimum balance, check out our Help Article, "How do I fund my HCP Money account?"
in the HCP Help Center.
Step 2: Upload an Invoice for Auto-fill
To upload an invoice for auto-fill:
Click on the 'My Money' tab in the navigation bar at the top of your Housecall Pro account.
Select 'Bill Pay' from the menu on the left, under HCP Money.
Click on the blue 'Pay New Bill' button in the top right corner of the Bill Pay screen.
Next, upload your invoice by clicking the 'Browse Files' button, and let Housecall Pro automatically fill in the details of your bill.
Alternatively, you can click 'Fill out manually' at the bottom and type in the bill's details yourself.
If you choose to upload the vendor manually, you will need to include the following details for this vendor:
Vendor name
Address
City
State
Zip code
Vendor phone number (optional)
Vendor email address (optional)
Account information (optional)
Vendor Banks Details (Required for bank transfers)
Please Note:
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.
🛠️ Pro Tip: If you include an email address in the 'Vendor Email Address' field, an email will be sent to the vendor notifying them that payment is on the way.
Next, review the auto-filled fields to ensure everything is correct.
Finally, click the blue 'Next: Bill Details' button, and this vendor will be added to your vendor directory.
Step 3: Create a Bill
To continue with creating a bill, ensure that the following details are correct in the 'Bill details' section:
Bill description*
Total amount*
Invoice number* (optional)
Job number* (optional)
PO number* (optional)
Vendor Email*(optional)
Bill due date*
Attachments* (optional)
Select bank transfer (ACH), a check payment, or 'Let my vendor decide'
Memo (optional with check payments)
Please Note:
'Bill Details' and 'Payment Details' are only visible in your Housecall Pro account and will not be shared with the vendor once the bill is submitted for payment.
The 'Memo' field on a check payment is optional 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.
There is some flexibility when a bill is paid. You can choose whether to submit the bill for payment immediately or schedule a payment for a later date by selecting 'Now' or 'Later' under the "Payment details" section.
If you'd like, you can also save the bill as a draft by clicking the 'Save as Draft' button in the top right corner of your screen.
After you've entered the necessary bill details, click the blue 'Next: Review' button at the bottom.
Step 4: Review and Submit For Payment
Before submitting the bill for payment, review the vendor and bill details for any errors.
You can update any of the details by clicking the 'Edit' button next to each section.
If there are no changes, you can click the blue ‘Submit Payment’ button in the top right corner of your screen, or at the bottom of the "Bill details" section.
Your payment will immediately begin processing and your HCP Money account will be debited the amount of the bill.
If you've clicked 'Schedule Payment', the payment process will begin on the date you've specified.
(Ex: If you scheduled a check payment for March 14th, the check payment will begin processing on the 14th, and can expected to arrive at the vendor's address in the following 7-10 business days).
Congrats! You just paid your first bill with Bill Pay! You'll receive text and email notifications that the bill has been submitted.
You can also monitor the status of each bill from the HCP Money 'Overview' page.
Bill Statuses & Descriptions
Status | Description |
'Submitted' | The bill has been submitted for payment and the check has been/will be created and mailed to the vendor. |
'Paid' | The check has been received and cashed 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. |
| The calendar icon indicates the bill is overdue based on the due date. |
How to Cancel a Bill Payment
To submit a cancellation request, please use the Blue Chat Bubble in your Housecall Pro account 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.
Please Note:
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.
Bill Pay FAQs
How much does Bill Pay cost?
Bill Pay is a free feature within Housecall Pro. An HCP Money account is required to use this feature. HCP Money is included in Housecall Pro Essentials and Max subscription at no additional cost. We don’t charge sign-up fees, monthly fees, or overdraft fees. Review the eligibility requirements for more details for HCP Money.
What payment options do I have with Bill Pay?
You can submit payment to a vendor with a bank transfer (ACH) or by mailed check. A third option is available that allows the vendor to decide between a bank transfer or a mailed check. By selecting this option Housecall Pro will contact the vendor via email to confirm.
Do I have to manually upload my invoice details every time?
Nope! Within Bill Pay, you will have the option to upload the invoice with auto-fill and let Housecall Pro automatically fill in the details. Housecall Pro’s platform will automatically pull the information from the invoice to the necessary fields. When creating a new Bill, simply navigate to Bill Pay, choose a vendor to pay and the system will prompt you to upload the invoice. Once the correct file is uploaded, the platform will do the rest. If you still want to manually upload your invoice, you will still have the option to do so.
How long will it take for a vendor to receive my payment?
On average, payment should reach the vendor within 7-10 business days with a mailed check or 2-4 business days with a bank transfer.
Will the funds leave my HCP Money account immediately after I submit a payment?
Yes. Your HCP Money account was debited based on the payment you submitted. (Specifically with checks) the funds will be held until the vendor has cashed the check or it is voided.
Are there any fees associated with this?
There are no fees when you use Bill Pay.
Is there a Quickbooks integration?
Yes! Bill Pay integrates with QuickBooks Online.
📖 Help Center Article:
To learn more about how the QuickBooks Online integration works with Bill Pay, check out our Help Article, "QuickBooks Online: Bill Pay" in the HCP Help Center.
Having trouble finding what you need?
For further assistance, please reach out to our Chat Support team
via the Blue Chat Bubble in your Housecall Pro account, or
contact our Phone Support team at (858) 842-5746.