Bill Payments

Record and manage individual payments against vendor bills. Each payment is tracked as its own record, supporting partial payments, multiple payment methods, and QuickBooks synchronization.

Payment List

When you open a bill, the Payments section on the right side shows all payments recorded against that bill. Each payment displays:

Column	Description
Date	Date the payment was made
Amount	Payment amount
Method	Payment method (Credit Card, ACH, Check, or QuickBooks)
Status	Checkbook.io processing status (if applicable)
Actions	Edit and delete buttons

Below the payment list, a summary shows:

• Amount Paid — Total of all payments recorded
• Remaining Balance — Bill amount minus total paid

Recording a Payment

1. Open the bill
2. Click Record Payment at the bottom of the Payments section
3. Complete the payment form:
   • Amount — Defaults to the remaining balance. Adjust for partial payments.
   • Payment Method — Select how the payment was made (Credit Card, ACH, Check, or QuickBooks)
   • Payment Account — Select the QuickBooks payment account (shown when QBO is connected; account list is filtered by payment method)
   • Date — Date the payment was made (defaults to today)
4. Click Save

info

The Record Payment button only appears when the bill has a remaining balance and is not in Void status.

Payment Methods

Method	Description
Credit Card	Credit card payment
ACH Transfer	Bank transfer / ACH
Check	Paper or digital check
QuickBooks	Payment recorded in or imported from QuickBooks

Partial Payments

You can record multiple payments against a single bill. Each payment reduces the remaining balance independently.

When you record a partial payment:

• The bill status automatically changes to Partial Payment
• The remaining balance updates to reflect the new total paid
• You can continue recording additional payments until the balance reaches zero

When the total payments equal or exceed the bill amount, the bill status automatically changes to Paid.

:::warning Overpayment Warning If you enter an amount that exceeds the remaining balance, a warning message appears showing the overpayment amount. You can still save the payment — this is allowed for adjustments — but review the amount before confirming. :::

Editing a Payment

1. Click the edit icon on the payment row
2. Modify the amount, method, account, or date
3. Click Update

The bill status and remaining balance update automatically after editing.

Deleting a Payment

1. Click the delete icon on the payment row
2. Confirm the deletion

The bill status and remaining balance recalculate after deletion. If a Paid bill's balance becomes greater than zero after deleting a payment, the status reverts to Partial Payment or Ready to Pay as appropriate.

:::warning QuickBooks-Linked Payments If a payment is linked to QuickBooks, a confirmation message warns that deleting it will also remove the payment from QuickBooks. :::

Bill Status and Payments

Bill status is managed automatically based on payment activity:

Condition	Bill Status
No payments recorded	Status is set manually (Draft, Billed, Ready to Pay)
Some payments, balance > 0	Partial Payment
Total paid >= bill amount	Paid

The Paid, Partial Payment, and Void statuses cannot be selected manually from the status dropdown — they are system-managed based on payment records.

Checkbook.io Digital Payments

For companies with Checkbook.io integration enabled, you can send digital payments directly from ReadyBuild.

Prerequisites

• Checkbook.io integration enabled in company settings
• PAY_VENDOR permission assigned to your role
• Vendor has email address for payment notification
• Bill in Ready to Pay status

Submitting a Payment

1. Open a bill in Ready to Pay status
2. Click Submit Payment (or Pay Vendor)
3. Confirm payment details
4. Submit

Checkbook.io Payment Statuses

Status	Description
In Process	Payment submitted, awaiting processing
Printed	Check has been printed
Mailed	Check has been mailed to vendor
Paid	Payment completed successfully
Failed	Payment failed (review for errors)
Void	Payment was voided
Expired	Payment expired before completion
Refunded	Payment was refunded

Deposit Options

Checkbook.io offers vendors two ways to receive payment:

1. Bank — Direct deposit to vendor's bank account
2. Print — Print a check

Vendors receive an email with instructions to complete deposit.

QuickBooks Online Integration

Payments Created in ReadyBuild

When you record a payment on a bill that is synced to QuickBooks:

1. A BillPayment record is created in QuickBooks
2. Payment details include the amount, payment method, date, and payment account
3. The bill balance in QuickBooks updates automatically

Payments Imported from QuickBooks

When a vendor is paid in QuickBooks:

1. QuickBooks sends a webhook notification to ReadyBuild
2. The BillPayment is imported and matched to the corresponding bill
3. A single QuickBooks BillPayment that covers multiple bills creates a separate payment record in ReadyBuild for each bill, with the correct per-bill amount
4. The bill status updates automatically based on the remaining balance

QBO-Originated Payment Locking

Payments that originated from QuickBooks (imported via webhook or sync) are read-only in ReadyBuild:

• The edit and delete buttons are disabled
• A tooltip explains: "This payment originated from QuickBooks and cannot be edited here"
• To modify these payments, make changes in QuickBooks — the updates will sync back to ReadyBuild automatically

Payment Account Reference

When integrated with QuickBooks, each payment tracks the source account:

Payment Method	QuickBooks Account Type
Check / ACH	Bank Account
Credit Card	Credit Card Account

Viewing Payment History

On the Bill

Open a bill to see:

• All individual payment records with dates, amounts, and methods
• Running totals for amount paid and remaining balance
• Checkbook.io payment status (if applicable)

In QuickBooks

For synced payments:

• View the linked BillPayment record in QuickBooks
• See full payment details and bank account references
• Reconcile with bank statements

In Audit Logs

Bill payment activity (create, update, delete) is recorded in the audit log accessible from Admin → Audit Logs.

Troubleshooting

Payment Stuck in In Process

1. Check Checkbook.io dashboard for status
2. Verify vendor email was correct
3. Contact support if status doesn't update

Payment Failed

1. Review error details in audit log
2. Check vendor payment information
3. Retry payment or use alternate method

QuickBooks Sync Issues

1. Verify QuickBooks connection is active
2. Check that vendor exists in QB
3. Review sync logs for errors
4. Re-trigger sync if needed

Cannot Edit or Delete a Payment

If the edit/delete buttons are disabled, the payment originated from QuickBooks. Modify the payment in QuickBooks and the changes will sync back to ReadyBuild.

Related Topics

• Creating Bills
• Managing Bills
• QuickBooks Online Sync Reference
• Checkbook.io Integration