Bill Pay is a tool designed to help Pros pay their company’s bills within Housecall Pro. In this article, we'll give you a few tips on how to get started with this feature and how to pay your first bill!
Step 1. Fund your HCP Money account
✨This is the most important step✨ to ensure you have the money to pay your first bill.
There are 2 main ways to fund your account: transferring money from an external bank account into your account or setting up a minimum balance.
If you're not already an HCP Money user, learn how to sign up today. 👇
Step 2. Create a vendor to pay
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)
ⓘ 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.
Click 'Next: Bill Details' and this vendor will be added to your vendor directory.
Step 3. Create a bill
To create a new bill you'll 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)
Select bank transfer (ACH), a check payment, or 'Let my vendor decide'
Memo (optional with check payments)
Submit a payment or schedule a payment? Your choice!
There is some flexibility when a bill is paid: you can save the bill as a draft, submit it for payment immediately, or schedule payment at a later date.
ⓘ 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.
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.
After you've entered the necessary bill details click 'Save as draft' or 'Next: Review'.
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 ‘Submit Payment’ or 'Schedule Payment'.
ⓘ If you click 'Submit Payment' your payment will immediately begin processing and you're 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 'Overview' page.
ⓘ 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.
Bill statuses—what do they mean?
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. |
 | This icon indicates the bill is overdue based on the due date. |
How to cancel a bill payment
ⓘ 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.
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.