How to Pay Your Vendors with Bill Pay
In the following sections, we'll walk you through four key steps to submit bill payments to your vendors with Bill Pay in Housecall Pro:
Step 1: Fund Your HCP Money Account
Step 2: Upload Your Bill or Enter Vendor Details Manually
Step 3: Enter/Confirm Bill Details
Step 4: Submit Your Bill 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, "HCP Money: How to Sign Up & FAQs" in the HCP Help Center.
Step 1: Fund 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 funds available to cover your bill payments.
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 funding your HCP Money account, check out our Help Article, "HCP Money: How to Fund Your Account" in the HCP Help Center.
Step 2: Upload Your Bill or Enter Vendor Details Manually
When paying a bill with Bill Pay in Housecall Pro, you can choose to upload a PDF file or a picture of your bill. You can also enter your vendor and bill details manually if you don't have a file to upload.
Please Note: The Vendor name and address 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.
To upload your bill or enter your vendor details manually:
Go to 'My money' in the navigation bar at the top of your Housecall Pro account.
Next, select 'Bill Pay' from the menu on the left. This will take you to the Bill Pay overview page.
Click the 'Pay My First Bill' button in the center of the page if this is your first time using Bill Pay, or click the 'Pay New Bill' button in the top right corner of the page.
From here, you can upload a PDF or picture of your bill by clicking the 'Browse Files' button. With this option, Housecall Pro will automatically fill in the details of your bill.
Alternatively, you can select 'Fill out manually' at the bottom of the page to manually enter your vendor's information.
Enter and/or confirm the following vendor details:
Vendor name
Address
City
State
Zip code
Vendor phone number (optional)
Vendor email address (optional)
If included, an email will be sent to your vendor to notify them that your payment is on the way.
Account information (optional)
Vendor Banks Details (Required for bank transfers)
Click the 'Next: Bill Details' button to proceed with Step 3: Enter and Confirm Bill Details.
🛠️ Pro Tip: When submitting a bill for a new vendor, they'll automatically be added to your Vendor List in Housecall Pro.
Step 3: Enter/Confirm Bill Details
After clicking the 'Next: Bill Details' button, enter and/or confirm the following information in the 'Bill details' section:
Bill description
Total amount
Invoice number
Job number (optional)
PO number (optional)
Bill due date
Attachments (optional)
Payment details
Choose to pay your bill now or schedule it for a later date by clicking on the 'Now' or 'Later' toggle. When scheduling your bill payment for a later date, the payment process will begin on the date you've specified.
Example: 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.
Payment method
ACH (bank transfer), mailed check, or 'Let my vendor decide.'
🛠️ Pro Tip: If you're unsure which payment method your vendor would prefer, you can choose the 'Let my vendor decide' option. Housecall Pro will contact your vendor via email on your behalf to confirm their preferred payment method.
For more information, please review the "Let My Vendor Decide
with Bill Pay" section of this Help Article.
Check memo (optional)
Check memo 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 entering the bill details, you can click the 'Next: Review' button and proceed with Step 4: Submitting Your Bill for Payment.
If you're not ready to submit your bill for payment yet, you can save the information for later by clicking the 'Save as draft' button in the top right corner of the page.
Please Note: 'Bill Details' and 'Payment Details' are only visible in your Housecall Pro account and will not be shared with your vendor when the bill has been submitted for payment.
Step 4: Submit Your Bill for Payment
After clicking the 'Next: Review' button, review the bill and vendor details to ensure that everything is correct.
If needed, you can edit the vendor or bill details by clicking 'Edit' in each section.
When you're ready, click the 'Submit Payment' button.
Depending on your Housecall Pro account settings, you may be prompted to enter a verification code for security purposes.
You'll then see a confirmation message that the payment has been submitted or is scheduled for payment. Success!
You'll also receive text and email notifications that your bill has been submitted.
From the confirmation screen, you'll have the option to pay another bill or return to the Bill Pay overview page.
Once your bill has been submitted, you can monitor the status of each bill from the Bill Pay Overview page.
📖 Help Center Article:
To learn more about reviewing your bills or navigating the Bill Pay Overview page in Housecall Pro, check out our Help Article, "Bill Pay: Overview Guide & FAQs"
in the HCP Help Center.
Let My Vendor Decide with Bill Pay
With Bill Pay, you can pay vendors via a bank transfer (ACH) or a mailed check. If you're unsure which payment method your vendor would prefer, you can choose the 'Let my vendor decide' option when submitting a bill for payment.
By choosing this option, after the bill has been submitted for payment, Housecall Pro will contact your vendor on your behalf to confirm their preferred payment method.
🛠️ Pro Tip: Whichever option is chosen will be the default payment method for future bills. This can be changed at any time.
Contacting the Vendor
After the bill has been submitted for payment, Housecall Pro will contact your vendor using the email address provided in their Vendor Profile.
Your vendor will receive an email with your business information and bill details. If they would like to move forward, they can click the 'Accept Payment' button in their email.
Please Note: If your vendor does not choose a payment method within 72 hours of receiving the email, a check will be mailed to the address
provided in their Vendor Profile.
Let My Vendor Decide: Mailed Check or Bank Transfer (ACH)
After clicking the 'Accept Payment' button in the email sent through Housecall Pro, your vendor will be presented with two payment options to choose from when selecting a Bill Payment Method:
Mailed check.
This option may take up to 10 business days.
Bank transfer (ACH).
This option may take 2-3 business days.
If your vendor chooses the 'Bank transfer (ACH)' option, they will be asked to provide the following bank details:
Account Type ('Checking' should be selected)
Account Holder Type ('Business' should be selected)
Routing Number
Account Number
By clicking the 'Send Details' button, the bank information will be used to provide payment via bank transfer to the submitted and future bills.
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.
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.