Adding and paying bills through Shopify Bill Pay

Shopify Bill Pay supports both domestic and international bill payments. The first time that you set up a payment with a vendor, you add the vendor's details and your preferred method of payment. The next time you pay a bill from that vendor, their information and your payment preferences are saved to make the process faster.

Bill requirements and considerations

Shopify Bill Pay lets you pay both domestic and international bills, with a few exceptions. Review the following restrictions:

• All bills must be in USD.
• Bills to, from, or within Puerto Rico are considered domestic bill payments.
• Businesses based in Texas or Vermont can't make international bill payments.
• International payments to certain countries aren't supported. Review the full list of supported countries.
• American Express has restrictions on which bills you can pay using their credit cards, depending on the industry of your vendor. Review which industries are permitted by American Express.

To help you pay your bills quickly, review the following considerations:

• Connect and verify your bank account before you make a bill payment using a bank transfer. Adding the bank account during the bill payment process is possible, but can add delays.
• Bill payments over certain values might be held for verification. To speed up the verification process, add an image of the bill during the bill payment process.

Adding bills to Shopify Bill Pay

Bills can be added to Shopify Bill Pay in the following ways:

• manually through the Shopify admin
• using a Bill Pay email address
• importing from the Stocky app
• syncing a QuickBooks Online account or a Gmail account

Add a bill manually

You can add a bill manually to your Shopify Bill Pay account and pay it later. If you want to manually add and pay the bill in one step, refer to either pay a domestic bill or pay an international bill.

Steps:

1. From your Shopify admin, click Finances > Bill Pay.
2. Click Add bill.
3. Add the payment details:
   • To upload a bill file, click Add file. The file must be either a PDF or JPG.
   • To enter the bill's details manually, click Add details manually.
4. Click Save and pay later.

Add a bill by email

Your Shopify Bill Pay account comes with a unique email address where you or your vendors can send bills. If you have no bills in Shopify Bill Pay account, then your unique Shopify Bill Pay email displays on the Shopify Bill Pay home page. If you have bills, then the email address is displayed above the bill area on the home page.

Caution

When a bill containing a currency other than USD is emailed to your Shopify Bill Pay account, the amount is not converted and displays the numerical value as though it is in USD. For example, if a bill is for 1,000,000 VND, then it displays as 1,000,000 USD in your Shopify Bill Pay account, instead of the converted amount of around 40 USD. Review international bills carefully and ensure you are paying the correct amount in USD.

When you or your vendor sends a bill to this address and attaches a bill, the bill then displays in your Shopify Bill Pay account in your Shopify admin, with all or some of the bill's information populated. The attached bill must be a PNG, JPG, PDF, or GIF file and can be a maximum size of 10 MB.

Adding bills by email can be a fast way to populate your Shopify Bill Pay account with the bills you need to pay. Consider using some of the following methods:

• Letting your vendors know your Shopify Bill Pay email address so they can send bills there directly
• Forwarding the emails containing attached bills to your Shopify Bill Pay email address
• Taking a screenshot or picture of your bill, and attaching it to an email that you send to your Shopify Bill Pay email address

Adding bills through QuickBooks Online

You can connect your QuickBooks Online account so that bills from your QuickBooks account are automatically added to your Shopify Bill Pay account. Syncing with QuickBooks also syncs your vendor list, and a vendor profile is created in your Shopify Bill Pay for each vendor that has an unpaid bill.

Caution

When a bill containing a currency other than USD is synced from your QuickBooks Online account, the amount is not converted and displays the numerical value as though it is in USD. For example, if a bill is for 1,000,000ND, then it displays as 1,000,000 USD in your Shopify Bill Pay account, instead of the converted amount of around 40 USD. Review international bills carefully and ensure you are paying the correct amount in USD.

After you connect your account, within a few minutes, bills from the last 60 days are synced. Afterwards, a sync takes place every 2 hours to bring in any new bills.

Adding bills through Gmail

You can connect your Gmail account so that bills from your Google mail inbox are automatically added to your Shopify Bill Pay account.

After being connected, Shopify Bill Pay regularly scans your Gmail inbox for invoices that are sent from vendors with file attachments. Shopify Bill Pay doesn’t import or have access to other items in your inbox.

Add bills through Stocky

If you use the Stocky app to manage inventory for your store, then you can connect Stocky to Shopify Bill Pay in order to turn your open purchase orders from Stocky into bills in Shopify Bill Pay.

Before you add bills through Stocky, make sure you've connected Stocky to Shopify Bill Pay using your Stocky API access key.

When you create bills from Stocky purchase orders, the following information syncs to the resulting bills:

• Total $ amount
• Vendor name
• Due date
• PO number

Bills that are added through Stocky display in your Bill Pay inbox as Unpaid, and with Stocky listed as the origin.

Steps:

1. From your Shopify admin, go to Finances > Bill Pay.
2. Click Create bills from Stocky.
3. Select the purchase orders that you want to turn into bills, and then click Create bills.

Paying a bill

The first time that you pay a vendor through Shopify Bill Pay, the payment preferences that you choose are stored for the next time that you pay that vendor. You can change these preferences each time.

If the vendor that you pay doesn't already have a vendor profile in your Shopify Bill Pay account, then one is created automatically after you add the bill's vendor details.

The options and steps to pay a domestic bill are different than paying an international bill.

Pay a domestic bill

1. From your Shopify admin, click Finances > Bill Pay.
2. Access the bill payment setup:
   • If the vendor has emailed the bill to your Shopify Bill Pay email address, the bill has been synced through QuickBooks, or you previously added the bill, then click the bill.
   • If you're setting up the bill payment manually, then click Add bill.
3. Add or review the bill's payment details:
   • If all or some of the bill's details have already been populated, then review the details and enter any missing information.
   • If you're setting up the bill payment manually, then add the payment details:
     • To upload a bill file, click Add file. The file must be either a PDF or JPG.
     • To enter the bill's details manually, click Add details manually.
4. Click Continue.
5. Select the payment method for the bill. You can also select Add payment method from the drop-down menu to set up a new method.
6. Select the vendor's delivery method for the payment. If you haven't paid this vendor before using Shopify Bill Pay, then you might need to input additional details about the delivery method, such as a routing and account number if you pay the vendor through a bank transfer.
   • To have the vendor receive a bank transfer, select ACH bank transfer.
   • To have the vendor receive a check in the mail, click Paper check. If this is the first time you're sending this vendor a check, then you're prompted to enter their delivery address. If you need to change the delivery address, then click Edit. Review what displays on the check.
   • To let the vendor decide how they receive the payment, click Ask vendor to choose (US vendors only). An email is sent to the vendor to set up their delivery method. The link within the email is valid for 7 days.
7. In Deduction date, select the date that you want the payment to be taken from your payment method.
8. If you selected ACH bank transfer, then select the delivery speed.
9. Click Schedule payment.

Pay an international bill

International bills must be paid using a bank transfer or your Shopify Balance account, you can't pay an international bill using a credit or debit card. Your vendor is then paid through an international wire transfer. You need your vendor's SWIFT or IBAN number.

Caution

When a bill containing a currency other than USD is emailed to your Shopify Bill Pay account or synced through QuickBooks Online, the amount is not converted and displays the numerical value as though it is in USD. For example, if a bill is for 1,000,000 VND, then it displays as 1,000,000 USD in your Shopify Bill Pay account, instead of the converted amount of around 40 USD. Review international bills carefully and ensure you are paying the correct amount in USD.

If this is the first time you're paying an international bill, then you must enter additional information about your business during the payment process, such as your business tax information and personal information of all business owners who own 25% or more of the company or those who are key decision makers in the business.

Steps:

1. From your Shopify admin, click Finances > Bill Pay.
2. Access the bill payment setup:
   • If the vendor has emailed the bill to your Shopify Bill Pay email address, the bill has been synced through QuickBooks, or you previously added the bill, then click the bill.
   • If you're setting up the bill payment manually, then click Add bill.
3. Add or review the bill's payment details:
   • If all or some of the bill's details have already been populated, then review the details and enter any missing information.
   • If you're setting up the bill payment manually, then add the payment details:
     • To upload a bill file, click Add file. The file must be either a PDF or JPG.
     • To enter the bill's details manually, click Add details manually.
4. Click Continue.
5. Select your payment method for the bill.
6. Select International wire as the delivery method.
7. If this is the first time that you're paying this vendor, then enter their payment details, and then click Continue.
8. Select the purpose of payment from the drop-down menu. If you select Other, then enter a description.
9. Click Continue.
10. In Deduction date, select the date that you want the payment to be taken from your payment method.
11. Click Schedule payment.