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Bill Payments

Learn how to record payments and use Checkbook.io for digital payments.

Payment Methods​

ReadyBuild supports several payment methods:

MethodIDDescription
Credit Card1Credit card payment
ACH Transfer2Bank transfer / ACH
Check3Paper or digital check
QuickBooks4Payment recorded in QuickBooks

Recording Manual Payments​

When you pay a vendor outside the system:

  1. Open the bill
  2. Change status to Paid
  3. Select Paid By method:
    • Credit Card
    • Check
  4. Enter the Paid Date
  5. Save

The bill is now marked as paid and will sync to QuickBooks if enabled.

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

Payment Processing​

After submission:

  1. Bill's payment_status is set to IN_PROCESS
  2. A background job sends the payment to Checkbook.io API
  3. Checkbook.io processes the payment
  4. Payment status updates as it progresses

Payment Statuses​

StatusDescription
IN_PROCESSPayment submitted, awaiting processing
PRINTEDCheck has been printed
MAILEDCheck has been mailed to vendor
PAIDPayment completed successfully
FAILEDPayment failed (review for errors)
VOIDPayment was voided
EXPIREDPayment expired before completion
REFUNDEDPayment 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.

Restrictions with Active Payments​

While a Checkbook.io payment is active (payment_status is set):

  • Cannot void the bill - Must wait for payment to complete
  • Cannot delete the bill - Payment is in progress
  • Cannot change status - Locked during processing

If you need to cancel, contact support to void the payment in Checkbook.io first.

QuickBooks Payment Sync​

When Bill is Paid in ReadyBuild​

If the bill has QuickBooks sync enabled:

  1. Bill marked as Paid triggers sync
  2. A BillPayment record is created in QuickBooks
  3. Payment details include:
    • Payment amount (from QB bill balance)
    • Payment type (Check or CreditCard)
    • Payment date
    • Link to the original Bill

When Payment Made in QuickBooks​

If a vendor is paid directly in QuickBooks:

  1. QuickBooks sync detects the BillPayment
  2. Linked Bill is found in ReadyBuild
  3. ReadyBuild bill updated:
    • If QB bill balance = 0 → Status = PAID
    • If QB bill balance > 0 → Status = READY_TO_PAY (partial)
  4. Payment method mapped from QB PayType

Partial Payments​

ReadyBuild handles partial payments from QuickBooks:

  • If the QB bill has remaining balance, the RB bill stays as Ready to Pay
  • Only when fully paid (balance = 0) does it move to Paid status
  • Each partial payment is logged for audit

Payment Account Reference​

When integrated with QuickBooks, payments track the source account:

QB Payment TypeAccount Field
CheckBankAccountRef
Credit CardCCAccountRef

This information is stored in qbo_payment_account_ref for reconciliation.

Viewing Payment History​

On the Bill​

Open a bill to see:

  • Current payment status
  • Paid date
  • Payment method
  • Checkbook.io payment ID (if applicable)

In QuickBooks​

For synced bills:

  • View the linked BillPayment record
  • See full payment details
  • Reconcile with bank statements

Troubleshooting Payments​

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

Best Practices​

1. Verify Before Payment​

Double-check vendor, amount, and project before submitting payments.

2. Use Appropriate Method​

  • Checkbook.io for regular vendor payments
  • Manual entry for one-off or legacy payments

3. Track Lien Waivers​

Request and attach lien waivers before or after payment as required.

4. Reconcile Regularly​

Match ReadyBuild payments with QuickBooks and bank statements.

5. Review Payment Status​

Monitor Checkbook.io payment statuses and follow up on stuck payments.