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Efficient Bill Payment Processes for Business Success

Learn the benefits of bill payment, explore SmartVault and Bill.com decision points and roles, understand their setup and workflows. Discover where bill payment fits in QBO and RootWorks.com, and optimize your processes for accuracy and efficiency.

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Efficient Bill Payment Processes for Business Success

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  1. 3/18/15 The Bill Pay Process Leah ReidEducation Team RootWorks.com

  2. Learning Objectives • Bill Payment: Why it is a good idea • Review Bill.com & SmartVault decision points • SmartVault Overview- • Setup, workflow, firm and client roles • Bill.com Overview- • Setup, workflow, firm and client roles • Recap and Q&A RootWorks.com

  3. Where Bill Payment Fits QBO & RootWorks.com

  4. Benefits of Bill Pay • Monthly fixed fee services • Less time will be spent on monthly bank reconciliations • Checks and balances RootWorks.com

  5. Have Your Processes Locked In • Analyze QuickBooks file to understand volume • Make sure clients are on a set schedule, not daily! • Determine how ‘extras’ are going to be handled • Emergency bill processing • Additional client approval • Postage, check processing fees, ad-hoc RootWorks.com

  6. SmartVault SmartVault is a paperless workflow and document storage solution that supports the bill pay process as part of the RootWorks’ bookkeeping model. How do we use SmartVault? SV stores a paperless copy of each invoice that is then attached to a coded bill/payment in QuickBooks/QBO through an add-in for payment processing RootWorks.com

  7. Bill.com Bill.com is a full-service bill payment solution that leverages a paperless workflow, document management and approval process to support the RootWorks’ bookkeeping model. How do we use Bill.com? Bill.com stores a paperless copy of each invoice that is then attached to a bill, coded, routed for approval if needed and then paid by Bill.com by paper check or electronic payment RootWorks.com

  8. Bill.com & SmartVault Decision Tree Start Pay more than 30 bills/month No Yes Is additional approval required? Is additional approval required? No Yes Yes or No SmartVault Bill.com RootWorks.com

  9. SmartVault Workflow QB Desktop QuickBooks Desktop Bill Payment & Online Banking* Paper Check Printing RootWorks.com

  10. SmartVault Workflow QBO Online Banking Paper Check Printing *QuickBooks Bill Pay is currently not available in QBO RootWorks.com

  11. Paper Check Printing- Tips & Tricks • Try to avoid purchasing custom check stock for each client • Use a check printing software • We use PrintBoss RootWorks.com

  12. SmartVault: Quick Overview RootWorks.com

  13. Process with Client Approver Bill.com Workflow QB Desktop & QBO Standard Process *Bill.com & QBO automatically sync daily RootWorks.com

  14. Bill.com: Process Overview RootWorks.com

  15. Recap • Review client file to determine volume and schedule • Each client will use either Bill.com or SmartVault • Bill.com pays the bill, SmartVault does not • Utilize a check printing software for paper checks RootWorks.com

  16. Questions? RootWorks.com

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