AP & AR
Bill pay (Bill.com, Melio)
For US businesses, Finbryn enters and codes vendor bills, sets up approval routing in Bill.com or Melio, and releases payments only after you approve them, with every payment matched back to its bill and confirmed against your weekly reconciled bank feed.
Aged receivables
Illustrative client · August 2026
USD
| Customer | Current | 1-30 | 61+ | |
|---|---|---|---|---|
| Customer A | 18,400 | - | - | - |
| Customer B | 9,250 | 4,100 | - | - |
| Customer C | - | 6,780 | 2,200 | - |
| Customer D | 12,600 | - | - | - |
| Customer E | - | - | - | 1,450 |
| Total | 40,250 | 10,880 | 2,200 | 1,450 |
Illustrative. An example of the document, not a client's figures.
How bill pay works day to day
Vendor bills arrive by email, portal or mail. We enter each one, code it to your chart of accounts, and attach it to the vendor record inside QuickBooks Online or Xero. From there it moves into Bill.com or Melio for approval.
Approval stays with you
A payment run is queued, not released, until the person you designate signs off inside the software. This matters for US businesses because most banking fraud losses trace back to a payment that went out without a real second look. Routing every bill through an approval step before it pays is the single control that catches the most fraud attempts, and it costs nothing beyond setting it up correctly.
Matching what pays to what was billed
Once a payment clears, we match the confirmation back to the original bill and note the payment method, whether ACH, card or check. For larger purchases we run a three-way match against the purchase order and receiving record first.
State and vendor considerations
Some states apply their own rules to prompt-payment and lien-notice timing for contractors and subcontractors. We do not give legal advice on those requirements, but we do flag payment terms that look unusual against a vendor's typical schedule so you can check them.
Getting started
Setup typically takes one to two weeks: connecting Bill.com or Melio to your bank account, setting the approval chain, and importing existing open vendor balances. Vendor onboarding runs alongside this for any vendor without a W-9 on file yet.
Questions
Frequently asked questions: Bill pay (Bill.com, Melio)
Can I use bill pay if I already have a Bill.com account?
Yes. We can work inside your existing Bill.com or Melio account rather than setting up a new one, as long as we get the access level we need to enter and route bills.
What happens if a bill looks like a duplicate?
We hold it, check it against bills already entered for that vendor, and flag it to you before it goes anywhere near an approval queue.
Do you pay bills by check as well as ACH?
Yes, through whichever payment method Bill.com or Melio supports and you have set up, including ACH, check and card where the vendor accepts it.
What does bill pay (Bill.com, Melio) actually include, month to month?
Bill pay (Bill.com, Melio) covers vendor bills entered and coded to your chart of accounts, along with approval routing set up so the right person signs off before anything pays. The work runs inside Bill.com, Melio, QuickBooks Online or Xero, the file stays under your own subscription, and a senior principal reviews the output before it reaches you each period.
What access do you need to start bill pay (Bill.com, Melio)?
View or edit access to Bill.com, Melio, QuickBooks Online or Xero is enough to begin; nothing about your existing subscription or login changes on our side. Any additional access needed for a specific deliverable, such as a bank portal or receipt inbox, is agreed with you first, and the scope is set out in your engagement letter.
Do you have authority to move money on your own?
No. Payment runs are queued for your approval inside Bill.com or Melio. Nothing pays until you release it, unless you choose to delegate that step to us in writing.
Can you work with the payment tool we already use?
Yes, if it is Bill.com or Melio. If you use something else we will tell you whether we can support it before you sign up.
What is included in bill pay (Bill.com, Melio)?
Bill pay (Bill.com, Melio) covers vendor bills entered and coded to your chart of accounts and approval routing set up so the right person signs off before anything pays. The exact scope is agreed and set out in writing before work starts, so you know precisely what is and is not covered before the first deliverable arrives.
How is bill pay (Bill.com, Melio) priced?
Pricing for bill pay (Bill.com, Melio) depends on your transaction volume, the software you use, and how much cleanup is needed before ongoing work starts. Current ranges are published on the pricing page, and your exact fee is confirmed in writing before anything begins.
Related services
- AP & ARVendor onboarding and tax-form collectionNew vendors are set up with the right details on file, including any required tax form collected before the first payment, so year-end information reporting starts clean.
- AP & ARThree-way matchPurchase orders, receiving records and vendor invoices are checked against each other before a bill is approved for payment, catching price and quantity errors before money moves.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.