Streamline your operations by receiving and paying vendor or supplier bills directly in Expensify. Vendors can send bills even if they don’t have an Expensify account, and you can manage payments seamlessly.

Receive Bills in Expensify

You can receive bills in three ways:

• Directly from Vendors: Provide your Expensify billing email to vendors.
• Forwarding Emails: Forward bills received in your email to Expensify.
• Manual Upload: For physical bills, create a Bill in Expensify from the Reports page.

Bill Pay Workflow

1. When a vendor or supplier sends a bill to Expensify, the document is automatically SmartScanned, and a Bill is created. This Bill is managed by the primary domain contact, who can view it on the Reports page within their default group workspace.

2. Once the Bill is ready for processing, it follows the established approval workflow. As each person approves it, the Bill appears in the next approver’s Inbox. The final approver will pay the Bill using one of the available payment methods.

3. During this process, the Bill is coded with the appropriate GL codes from your connected accounting software. After completing the approval workflow, the Bill can be exported back to your accounting system.

Payment Methods

There are multiple ways to pay Bills in Expensify. Let’s go over each method below.

ACH bank-to-bank transfer

To use this payment method, you must have a business bank account connected to your Expensify account.

To pay with an ACH bank-to-bank transfer:

1. Sign in to your Expensify web account.
2. Go to the Home or Reports page and locate the Bill that needs to be paid.
3. Click the Pay button to be redirected to the Bill.
4. Choose the ACH option from the drop-down list.

Fees: None

Credit or Debit Card

This option is available to all US and International customers receiving a bill from a US vendor with a US business bank account.

To pay with a credit or debit card:

1. Sign in to your Expensify web account.
2. Click on the Bill you’d like to pay to see the details.
3. Click the Pay button.
4. Enter your credit card or debit card details.

Fees: 2.9% of the total amount paid.

Venmo

If both you and the vendor must have Venmo connected to Expensify, you can pay the bill by following the steps outlined here.

Fees: Venmo charges a 3% sender’s fee.

Pay outside of Expensify

If you are unable to pay using one of the above methods, you can still mark the Bill as paid. This will update its status to indicate that the payment was made outside Expensify.

To mark a Bill as paid outside of Expensify:

1. Sign in to your Expensify web account.
2. Click on the Bill you’d like to pay to see the details.
3. Click the Reimburse button.
4. Choose I’ll do it manually.

Fees: None.