In Breeze, Bill Pay is a payment service with two payment methods:
If there is bank account information for a payee, it will make an EFT payment.
If there is no bank account information available, it will print and mail a check.
To get started with Bill Pay, you need to set up your bank accounts for the Bill Pay service, and then add bank account information to your vendor and owner records to enable EFT payments. Once you set up Bill Pay for a bank account, it becomes the default way of making payments.
Note(s):
Bill Pay can be used for payments to tenants,vendors and owners.
The processing time for EFT payments is a minimum of three days.
The maximum individual EFT payment is listed per account in the Payment Processing Portal under “View/Edit Bank Accounts." EFT payments above the maximum are automatically converted into physical checks.
To view transaction fees, review the Terms & Conditions document, available from the Company Settings page.
Prerequisites
Only the user designated as the SPOC can set up online payment processing (SPOC = Single Point of Contact). This user is shown on the Company Settings screen.
Setting Up a Bank Account For the Bill Pay Service
Go to the Company Settings screen.
Click the KYC/Payments Portal button. (Note: Only the SPOC will see this button. If you are the SPOC and you can't see the button, start a Chat session with Support.)
The Online Payments button opens the Payment Processing Portal.
Note: If the KYC process has not been done, the KYC screen will open instead of the portal.
On the Payment Portal, click Add Bank Accounts. A form appears, where you enter information about the bank account.
Select the Bill Pay option and complete the screen.
When you click Submit, the account appears on the portal as In Progress.
Completing the Bank Account Setup
To complete the setup, there's a test, in which a small withdrawal is made from your account and you verify the amount that was taken. Also, you receive a sample check, and you verify the amount. The check is sent to your company's address (as entered in Breeze). The verifications are done in the Payment Portal.
When both these actions are complete, you will receive an email confirmation and the Bank Account screen in Breeze will show that Bill Pay has been set up.
Setting up EFT for a Tenant, Vendor or an Owner
For each vendor or owner, you select a payment method: EFT or Check.
If you select EFT, enter the vendor's (or owner's) bank account information -- the Account number and the Routing Number. You must also enter their email address and a valid mailing address. Without those details, Bill Pay payments will fail.
If the Payment Method is Check, and the bank account on the payable is set up for Bill Pay, the Bill Pay service will send the check. If you want to send a manual check, you can click Pay Now on the payable.
The EFT setup is tracked by the Activity Feed -- you can see who made a change and when.
Monitoring Bill Pay
You can check Bill Pay payments on the Payment Failure Dashboard. Go to Reporting > Electronic Payments > Payment Failures.
Select AP to view results for Bill Pay.
Viewing Check Images
When Bill Pay sends a vendor a check, an image of the check is attached to the payment record.
To view the check image, go to Accounting > Accounts Payable > Review Payments. Locate the payment record, open it, and click the Attachments tab. You can download the Check Image file and view it.
EFT Limits
For EFT payments, there is a limit to the dollar amount of a single payment. The limit varies by client, but typically starts at 10,000.00. If an EFT payment is above the limit, Bill Pay converts it to a check payment and mails it to the payee.
In some cases, clients assume that this was done in error, void the check, and try to pay again via EFT. This results in double payments. If you see that an EFT payment was converted to a check payment, be aware that it was done intentionally, and do not void the check.
The maximum individual EFT payment is listed per account in the Payment Processing Portal under “View/Edit Bank Accounts.”