Name: Solutions Spotlight: Live webinar
Uploaded: 2025-09-25T19:31:56.236Z
Duration: 55 min 16 s
Description: Solutions Spotlight: Live webinar

Transcript for "Solutions Spotlight: Live webinar": Hello, ProAdvisor. Welcome to our very first episode of solution spotlight. My name is Amanda Elliott. I am part of our Intuit customer success team, and I have the absolute honor of being your show host today. You may be asking, what is Solution Spotlight all about, and what makes this any different than in the nose webinar we all know and love? Well, customer success is actually partnering with the ProAdvisor program to bring you proactive education on topics and questions we see come into customer support every single day. Our goal is to provide you with tips, guidance, and troubleshooting techniques for for more of a support lens, And all of these are presented by our senior support experts, so you are fully equipped and empowered to self serve. We have a jam packed agenda today, so we're gonna kick off with a quick update and solution spotlight community news, and then we're gonna move into what you're all here for, which is a deep dive into QuickBooks online bill pay best practices. Within today's topic, we're gonna start with some foundational concepts, setting yourself up for success, and then we're gonna move into workflows to help you gain some efficiencies. To tie it off, we're gonna provide you with some tools to problem solve and meet your goals. Finally, we'll wrap up the show with what's around the corner and what you can look forward to next. Alright. So we're just gonna get into a little bit of housekeeping before we dive in. I'm sure you all know the rundown. In your right hand panel, you're gonna see a q and a tab, and this is where you can drop all of your burning questions. We've got an incredible team that's gonna help us answer your questions today. Just be patient with us. We're gonna try to get through as many of those as possible. And then we just ask when you are submitting questions today that you just keep it, on today's topic. And if there's something more specific to you or your firm, definitely call our support team at the number on your screen. They're ready and willing to help. Alright. So in the same right hand panel in the docs tab, you can actually download the PDF that there we're gonna be, walking through today, the the slide deck. You'll also have access to the QuickBooks online bill pay FAQ. There's tons of great information in there, so feel free to reference it later on or share with other people at your firm who weren't able to attend today. Alright. Make sure you have your coffee or tea in hand. We're gonna be keeping you very engaged today. We have four polls that we would love you to participate in. When a poll goes live, you're gonna see the poll tab in the right hand panel, and you're gonna get a pop up notification. Just select your answer, click submit, and you're all set. Alright. We're gonna walk through a lot of content today. So if you happen to need to revisit some of today's concepts, by the end of today or tomorrow, you can always hop back into this webinar platform and watch the full webinar recording at your own convenience. I saw some questions about CPE credit. So for those of you interested, we just ask that you be present for fifty minutes, answer at least one poll question. You check those boxes. We're gonna send you that CPE certificate over email within a few business days. Alright. Before we dive in, I just wanna give you an exciting update in solution spotlight community news. Intuit, it's right around the corner. Super excited about it. If you registered to attend, be on the lookout for me, our speakers. We're gonna be at the customer care booth right across from the exhibit hall. You cannot miss us this year. We have an amazing location. And bonus, if you like what you hear today, buckle up. We are bringing you five solution spotlights during that event, and they're on relevant topics that were actually uploaded during a previous in the know webinar poll. We would love to see you there. Alright. Now for the moment that you've been eagerly waiting for. I'm gonna turn it over to one of my colleagues in customer success. He has over a decade of experience, a passion to serve accountants, and is self proclaimed as charming. Jury is still out on that one, so you'll have to decide for yourself, but I'd love to welcome John Richardson to the stage. Hey, John. Hi, Amanda. Thank you for that wonderful wonderful introduction. And, yes, it is true that my charisma is a work in progress. My goal here is just to make sure that I bring a little bit of joy to everybody today. I've been with Intuit since 02/2008, and, it's been quite a journey seeing, know, all the wonderful things that QuickBooks Online can provide to customers and, you know, help bring prosperity to small businesses. Awesome. Our first topic today, we're gonna be talking about seamless setup. And I really just wanna call out that, you know, this is something that's often overlooked, but it's one of the foundational pieces that's needed to make sure you don't run to any downstream effects. So I can't I can't highlight enough how important this topic is, but it it is often one of the overlooked things to do. To get us started, though, polling question time. Again, in the upper right, you're gonna have the the poll option. We wanna know when onboarding a new client, what's the biggest challenge in your bill pay setup process? Is it really getting all of the necessary business and bank information? Is it correctly setting up user permissions and access rights? Is it ensuring that the scheduling limits are set to the correct amount, or is it really navigating those initial workflows to ensure a smooth launch? And, you know, while we're waiting for these poll questions to come in, fun fact for me is I really enjoy off road vehicles. And I I have a joke for you. Oh. I'd buckle up. What do you call a laughing motorcycle, Amanda? Tell me, John. We call it Yamaha. Wait. Did you just sneeze? Oh, you know, moving forward. Let's see. Everybody thinks that getting the necessary business and bank information is the the most difficult thing to go through here. Wonderful news. That's what we're gonna start off with today. So the pain point that we heard was setting up a new client for bill pay can involve complex workflows, unforeseen circumstances, and just make it challenging to achieve a seamless launch. We're gonna help you by giving you an onboarding guidance to gather all the correct information before signing up and utilizing the service. So the scenario is you have a new client that needs us up, QuickBooks bill pay, as soon as possible because they have some overdue bills. The details of the situation is you believe you have the right information and you're logged into a QuickBooks online account ready to begin the onboard process. So So the first thing we wanna call out is under the account and settings page within QuickBooks online, there's the section for company information, and there's two different sections that can kinda be a little confusing at first. So the first thing we're gonna call out here is we have a name listed. And, really, this is your public name or the DBA for the business. You know, they're doing business as. This is things that the customer or the vendor are gonna see when you're sending payments. We have an address here, which is, you know, the physical address. It's not necessarily gonna be the legal address or the filing address. You have an email listed here that's used for all the customer and vendor facing communications that might be different than what Intuit uses to communicate to you or you use for security purposes to get those MFA codes. There's a website field here, which is totally optional. But let's be honest. We're in 2025. Most businesses have a website that they should wanna promote. And lastly, probably the most important thing here is the industry. This industry is what the main purpose of the business is, and we we use it for a lot of different things. But it's just really important to make sure that you get that industry set correctly from the get go. Next up, we have what we would call the legal information. So this is the legal business name. It's gonna be different than the doing business as, and, you know, you might think that this is what actually goes on the the tax form filings. We have an EIN or an SSN, and this is really dependent on what the business type is. Right? As a sole prop with a ten forty schedule c, you might actually use an EIN versus if you're an s corp, you're gonna need to use or, I mean, as the ten forty schedule c, you're gonna use your SSN. Because the s corp, you're gonna use the EIN. So it's super important to get the business type correct so you can actually input the correct field for the EIN versus SSN. Lastly, we have the legal address. Again, this is gonna be for your filing address or or what the government has on file. And all these things are used for verification purposes and to maintain security of the accounts. Next up, we're gonna talk about user permissions. This is super important when we're talking about money movement services, and that's what bill pay is all about. Has to do it AP. So the scenario here is you're onboarding your new team members within your firm, and you really wanna ensure they only get access to the things they need to perform their job. Really, we're going after the principle of least privilege here. And because you have employees with various roles apart of your firm, you're gonna need to give appropriate access to individuals based off their role. So what we really wanna give information on are what other roles that actually have access to AP. And while there's a lot of roles here, we're not gonna be able to go through all of them today. We felt like it'd be a good idea to really call out the ones that have access to AP so that you can use in reference to kinda help determine which of your firm team members or your clients' employees have access to what. The main ones that we really wanna call out here are gonna be the bill bill approver, the bill clerk, and the bill payer. Now these are newer roles, and they're really specific to the elite bill pay tier. So just keep in mind that we have these new roles that with some of our more advanced features, you can give a little bit more granular access. And now we're actually gonna talk about how it actually works within QuickBooks Online for accountants to give your team members access to an individual client with the appropriate access level. As you can see here, we're logged in under Intuit's accounting firm. Off on the left hand now, we're gonna go into the team page. Once we're on the team page, you're gonna see that there's Bobby Jones here, and we need to give Bobby Jones access to a very specific client. And in this case, it's Bob's Residential Remodeling. So we're gonna check the box here for Bob's Residential Remodeling. We're gonna get prompted to assign access because we can give granular access to a particular client to a particular team member here. Once we choose the assigned access, we can click on the drop down, and we can select the role. Pro tip here is the roles listed here on this drop down are contingent of the service level that this particular client has. So somebody that has essentials, you're not gonna have the same roles available if somebody's using QuickBooks Online Advanced or if you're using bill Bill Pay Basic versus Bill Pay Elite. In this particular case, we're gonna give Bobby Jones standard limited vendors only access. So they're gonna be able to do things like entering bills, paying bills. They're not gonna be able to do things like creating deposits, creating invoices, or taking payments from customers. After we've chosen the appropriate access for Bobby Jones here and Bob's residential remodeling, We're gonna click save, then we're gonna click done here. We're gonna end up back on that team page, and that's how you basically know that that access has been set. Alright. Now last thing apart of initial setup, bill pay processing limits. I don't know how many of you have ran into this before, but this is super important. So the scenario is you have a client that's recently onboarded into QuickBooks online. They're using QuickBooks bill pay, and you know they process roughly a $120,000 in bills a month. You wanna ensure they never encounter any limits that might delay their payments. So we're gonna ask you to proactively request the appropriate limit for QuickBooks bill pay. Pro tip here is if you connect online banking within the client's QuickBooks online for, company, we have access to some information to make some, you know, decisions on, you know, validating that they are gonna be processing a $120,000 in bills a month, or you might wanna proactively talk to the client and get three months worth of bank statements because when you put in a processing limit increase, that that information might be asked for. And if you have that at your fingertips, you're not gonna be slowed down when that information is required. So we're in Bob's home residential renovation. We're on the dashboard, if you will. We're gonna go under the my apps. Or I mean, I'm sorry. We're gonna go under the gear icon. We're gonna go to account settings. Under the account settings, left hand nav, we're gonna go under expenses. Under expenses, there's a new section labeled bill pay. It says processing limits. You put the link that says request new limit. On the page that loads up request new limit, you're gonna put in the estimated amount of bill payments that need to be processed within a month. And, really, it's not a month. It's a thirty day rolling period, so please keep that in mind. Thirty day rolling period. You click continue. You click done, and, the request has been entered. Typically, we're getting to these in one to two business days. Now in some rare cases, they do take do take up to three to five business days, and they do require additional verification, like I mentioned earlier, those bank statements. But this is a way that you can really ensure that you get them set up with the appropriate limit from the get go, and you never run into issues processed. Any questions? Thanks, John. We actually do have quite a few questions that have come in. So I'm gonna start with how long does it take for the vendor to receive the payment? Wonderful question. Before I answer that, I saw somebody said that I look too young to be have a decade's worth of experience. Thank you. Made my day. Alright. So on to the actual question, it is dependent typically for ACH, it's three to five business days for a paper check. It can be anywhere from eight to ten for it to be shipped, but we also offer faster ACH payments to businesses that are eligible. Within that queue or FAQ doc, that's a part of the document. We actually link out the appropriate help article to give you more information. Perfect. Okay. If the expenses section of a, in the expenses section of account and settings, what is the processing limit for the basic level of bill pay? It's actually not based off of the tier service that you get. It's based off of a lot of unique factors to the business. So it this isn't a one size fits all answer, and I wish I could be a little bit more direct on that. But the reality of it is a business that is new, just starting off, launching within the first, you know, three months of its, you know, inception isn't gonna have the same limit that a business has been well established for ten years. So it's really dependent on a lot of factors, and that's why we're saying initially to request the limit that you know your business is gonna need to run. And then if we need supporting documents, we'll ask for that. Awesome. Well, since we're talking about this, what is the standard limit? There there is no standard limit. It is each business is unique and, we make a determination when it's first signed up. Okay. What if vendors aren't specific to a vendor? I don't think I understand that question. I'm sorry. K. Well, maybe get that posted in the q and a and have somebody offline answer it? Yeah. That would be awesome. Let's see. How do bill approvals work? It's a great segue. In our next section Mhmm. Our lovely stone will be answering that question. So I'll let I won't steal his thunder. How do you modify the limit if things change at the client? It's a fluid thing, and we are always trying to give the appropriate limit to the businesses. So, again, that's one of those. It's not a one size fits all answer. It says history is built with using the service. If you start paying more bills, we automatically up those limits. Again, I just wanna really, really highlight the idea of the more information you can give us for an estimated amount that you need to process, we can get that limit set to the correct thing upfront. Awesome. John, this has been great. Thank you so much for being here. Really appreciate your time. My pleasure. Alright. Now that we're set up, let's gain some momentum and dive into bill pay workflow efficiencies. I'd love to introduce all of you to another one of my esteemed colleagues in customer success. Stone Tanuvasa is a cornerstone of knowledge and account support. Thanks for being here, Stone. So good to see you. Hello. Thank you for the introduction. Like Amanda said, my name is Stone Tanuvasa. I've been at Intuit for just over six years the entire time in the accountant segment, so truly dear and close to my heart. So I'd love the opportunity to kind of jump into some best practices and some tips and guides to kind of help streamline efficiencies for everyone. So we'll go ahead and jump into it. Okay. So, we're gonna look at automating your bill pay workflow in order to gain efficiencies for your business. We're gonna start with a poll question just like the last section. So which of these bill pay tasks do you wish you could do more efficiently? Manually entering invoices to create bills, quickly scheduling multiple bill payments, or inspecting bill payments entered by new employees? And while we're waiting for all those answers to come through, if John got to say a joke, I get to say a joke too. So, Amanda, what happened when two slices of bread went on a date? Oh my gosh. What? It was loaf at first sight. That was good. That was good. Okay. And it looks like the votes are still sliding through here, but it does look like manually entering invoices to create bills is significantly taking the lead here. So, I mean, that's perfect because that is also what we're gonna dive into here for everyone today. Okay. So, jumping into what we heard, you know, there's detailed manual processes for entering and paying bills in bulk, and that can create some workflow inefficiencies as well as consume time. So we're gonna look at the features we currently have in QuickBooks online that will help you enter and pay bills a bit more efficiently. So we're gonna be starting with bulk import bills. So let's say we have a team member who needs to enter and pay four bills quickly. They're gonna be using our new import bills functionality so that multiple bills can be entered and reviewed quickly. So if you noticed here inside of QuickBooks, we are on the the bills section, and there's a little message there at the top saying that anyone can autofill multiple receipts or create bills and expenses by sending files to, in this case, bobs underscore home underscore renovation plus expenses at assist.intuit.com. So this is gonna be the new forwarding email for this company to send in any invoices they receive from the vendor so we can get those automatically imported, created as bills. Now that is a bit of a handful of an email. So is there a way to edit that email address? Yes. We are gonna wanna click on manage settings here at the top of the page, and then you will be able to edit the email. But just keep in mind that the expenses at intuit, or excuse me, expenses@assist.intuit.com, that last part is static, so that will have to stay the same, but you will be able to edit that first half of the email. And then if desired, you know, there is the ability to block senders if there's happens to be anyone that you would not want to be forwarding these invoices into your QuickBooks. Okay. So we have four different invoices that we've received from the vendors, and we wanna go ahead and get those entered in as bills into QuickBooks. We'll go ahead and get our email set up. We'll put in that email address that we saw in product. Go ahead and enter in the details for the email and attach your invoices. One important thing to note here is that in the body of this email, if you have any signatures with an image in it, that image will get caught and our system will attempt to import it as a bill. So when you use this functionality, just make sure that you remove any extra excess images or signatures from that, and then you can actually upload as an attachment or embed that PDF directly. Once that is sent in, there'll be a confirmation email. We can see the four attachments listed there at the bottom. And then if we switch over to end product, we can now see on that bills page that the system is processing and adding those bills to the product. And you will start to see those successfully process until they have all completed. And then now if we look in this for review section, we can see those bills listed there at the bottom. Now one suggestion, if you do see the action column there where it says create bill, best practice, especially for first time use, is gonna be to click that little action drop down to the right and select review. Now in some cases, it will automatically show review in that action column. The reason why we suggest review is because that is gonna give you the chance to look at all of the details in the bill that was created just to make sure that everything is correct. Another key tip on this point here is that you will wanna make sure to add your vendor profiles first because this process will not automatically create new vendor records. And then as you can see, even though the original invoice had four line items listed there on the left, it is actually going to kind of group lump sum of those together into a single line item in that bill that is generated. So we'll go ahead and save and close, and that bill has been successfully saved. And then we could, at this point, go and review the other three if needed. K. Next, we're gonna jump into our batch and bulk bill payments. Okay. So we need to pay multiple bills at once from multiple vendors. So we're gonna look at how we can pay these bills quickly with our new bulk and batch bill payment features. So we're gonna start by going into expenses and bills and then clicking into the bills center here. We can see the list of bills that are unpaid, so we'll go ahead and select the checkbox and choose schedule payments. If you notice here at the top, there is a toggle for combining multiple bills. So we'll go ahead and select that. And what this does, is if any of these bills are connected to the same vendor, it is actually gonna group the payments into a single payment for each vendor. That way, if you have five open bills from the same vendor, you're not gonna be sending five individual payments. You can just lump those together, and it'll cover the entire builder in that single payment for you. Another cool feature on this page is we there is a little memo column if you see where the mouse is hovering there right there. Memo to print on check. So if we click into that, that will also give you the opportunity to add a memo to the vendor, or add a note that'll be included in the email that is sent in case you need to add any caveats or add a note for them. So we'll go ahead and continue, review and schedule, and then you'll see the confirmation screen loading for that payment being successfully applied. Now we can see in the bill pay payments tab that those bills are excuse me. Those bill payments are scheduled there at the top, and we're good. So now the big section that we were looking at from the last q and a, and I know we kinda reviewed some of this over last week's in the know, so we'll get a little bit more diving into the feature here. So we wanna put some controls in place to monitor the bill payments because those do trigger trigger the money movement. So let's just say the client's using QuickBooks online advanced with any level of QuickBooks bill pay or they have QuickBooks bill pay a leap with any level of QuickBooks online. So we're gonna go ahead and start by clicking the gear icon on the top right corner, and underneath that tools column, we're gonna see the manage workflows button. Once we click into there, we'll be in the workflow automation center, where you can go ahead and create a new custom workflow. We'll go ahead and click into that invoice drop down, and we'll switch it to bill payment, and we'll see the new approval tile that we can click on to set up for this account. Okay. So can be a little overwhelming on this web if you're not familiar with custom workflows. This entire screen here is customizable. You can add a bunch of, like, if thens to kind of configure how your business or client's business wants to set it up. But for the sake of this demo, we'll go ahead and click into this little, expando. We'll go ahead and just delete some of the extra fields here. And then we're gonna set up the bill payment amount so that it did anything greater than $50 will require an approval. K. So next, we'll select the expando here on the left for who we're requesting approval from. We'll go ahead and select this approvers drop down, and we'll go ahead and select Bob Smith as our approver for this workflow. Now if you note, you can see there on the middle of the screen, you can add additional approvers. However, if you have more than one approver, it is gonna require all of the listed approvers to actually make that payment go through. So if you have Bob Smith and John listed as an approver, both of them are gonna have to go in and submit the approve button before that payment actually processes. Another good handy tip trick, let's say the approver, happens to be out of office for a week. Maybe they didn't get the the role or the workflow updated to another person. Any of the admin users within the company would also be able to approve the bill even if they're not listed in this approver drop down. K. So we'll go ahead and save and turn on our new custom workflow. We can see it listed here. And then also keep in mind that when it comes to the the workflows, we can only have one bill payment workflow active at a time. But we can see that this has now been turned on successfully. And then once we create a bill, the bill pay approver is going to receive an email, where they can click on view pending payments. We can see in the pending pay excuse me. We can see in the pending approval tab here that payment waiting for approval. And there are also a couple other locations that they could see that as well. So it's not just that one spot, but we can also click into the payments tab here. We can see at the top it's pending approval, and then we can also click into that bell icon on the top right corner where you can see the little notification number there. And that'll also show that a task was assigned to them, and they can click view task to go and approve it. Okay. So let's go ahead and approve this bill payment. Go ahead and review and schedule. It may ask for an MFA code, and the payment has now been successfully approved. We can see that in the pending approval tab, it is no longer there. But if we toggle over to the payments tab, we can see that it has been successfully scheduled, and we can view details if you wanna kind of dig into it a little bit more just to kind of see the overall status. And in some cases, it'll show an estimated delivery date there on the bottom left. And that was our gain efficiency section. So now if we have any questions from the audience, we can go ahead and address those next. Awesome. Thank you so much, Stone. I don't know if you've had a chance to look at the q and a, but it just happened. So, I wanna start with, does each invoice that is being emailed have to be in a separate PDF file? That's a really great question. I will get confirmation on that. I'm leaning towards a yes, but it's not a high confidence. So we will definitely get that answer for everyone and make sure to surface it up in, like, an FAQ or a follow-up on that. Perfect. Okay. Awesome. I will note, though, there is a file size limit of 10 megabytes. So just keep aware of that if you're trying to upload a bunch of bills at once. K. Good to know. Does bulk bill bulk bill import work with open purchase orders? I guess I'm not sure if I completely understand the question, but if we're talking about, like, can we upload purchase orders in the email and turn them into bills Mhmm. I wouldn't suspect that would work. But, again, we can definitely confirm that and make sure to have that information surfaced for everyone. Got some tough questions today. Is there I know this is good. This is good. Is there only limited individuals that can email the bills? You anyone can really email the bills. So, like, if you wanted to, you could have the vendor and, like, forward those invoices directly, and it will create those bills. And that's why we have that option to block the senders if you want because it is kind of open for anyone to send those in so you have some controls to at least prevent certain folks from doing it if you need to. Awesome. Okay. One more. With bulk bulk bill pay I swear. Say that 10 times fast. Thank you. Will the payment show each bill that it's paying for? That is another great question. Getting stumped today. That thing that's another one we'll have to double check and look at unless, John, you happen to remember off the top of your head on that one. Yeah. This is a a multifaceted answer. When you're doing the approval, it does show the bill number If you've entered the bill number and saved it to the bill. K. When it's paid, whether it's by paper check, it will be a part of the memo. Also, when the paper check is delivered, you know, there's, like, a a fold with some information that has that note to the vendor, and it also includes the memo which we'll have to check or the the bill number. And lastly, there's an email that goes out to the vendor, and it includes those details as well. So it's it's, like, two or three different places where you actually see that throughout the entire process. K. Awesome. Well, thank you so much, Stone. This has been super informative. Really appreciate you being here. We're actually going to shift the conversation to problem solving situations that don't necessarily go as planned. And due to rave reviews on his charming demeanor, we're gonna bring John back up officially. He's here already, so let's just let's go. Thanks for hopping us on. Yeah. And I'm glad to see you're finally coming around to recognizing the charisma that I do have. And, yes, we are going to be talking about payment pitfalls. Right? Just a guide to troubleshooting and resolution. This is after you've gone through all these steps to make payments and, you know, you might run into some unforeseen circumstances. To get us going, though, it's poll time again. Woo hoo. Again, upper right. Guys, please, engage with us. And what we wanna know is when you encounter a bill pay issue, what is the most frustrating part of the process? Is it investing your valuable time to try to find a fix? Is it not knowing who you really need to ask for help? Is it really the stress of a deadline while you're troubleshooting? Or is it the idea or the fear that you might make a mistake worse? And, while we're waiting for those results to go in, Amanda, fun fact about me, did you know that I, moonlight as a baker? What? No. You never said that. Oh, yeah. And while I really enjoy the taste testing, oftentimes, it just feels like I don't make enough doubt. Do you think QuickBooks BuildPay can help me with that? Oh, wow. Wow. No? Alright. I'd say yes. Okay? Clearly, it's invested in investing valuable time while trying to find a fix. Right? Good news is we're gonna show you how to quickly resolve issues here, get you back to business quickly. So we've we've heard that a vendor payment inquiry can disrupt the workflow, force into manual research, and just creating uncertainty and consuming that valuable time. We're gonna guide you through a systematic process to resolving payment issues where you can learn how to check the status of clear checks. You can identify common errors. You can confidently resolve issues to get businesses back to work. Alright. And it's really, you know, missing a vendor payment. It's the issue that slows down your day. Client receives a call from one of their vendors who say they never received a payment within QuickBooks online, you can see it was sent via QuickBooks bill pay, and the payment tracker shows complete. Alright. So we're gonna be, again, on that dashboard within QuickBooks online. We're gonna go under the, my apps. And we're gonna go to expenses and bills, bill payments. Right? In here, you're gonna notice that there's a bill payment. It's an ACH, $120, paid in dashing door designs. They make lovely doors if you didn't know. You click view details here. There's gonna be a listing where it shows that it's been delivered. It's processed delivered. What we wanna call out here is it says that it was delivered to a Bank of America account, last four digits listed there, and it has a date of when it was actually delivered. Right? And this is for an ACH payment. Might be saying, well, what about a paper check? Again, under the dashboard, go under the all apps, expenses, bill payments. Here, you're gonna notice there's a $750 payment made by paper check. And you're gonna notice that there's a little pop up that says check images are here. If you attend the and then know last week, we kind of touched on this a little bit. So you're gonna click view details. You're gonna notice here, not only does it show that it was processed, but it was shipped and it was delivered. You're gonna notice there's a little link there that says view check. Alright. It's gonna ask for verification code via SMS, It's a security measure we have in place. You're gonna put in the code. You're gonna view the check here. Now the way this conversation might go, you're talking to your client. You're gonna say, hey. This is where we go to go to view the actual check image. And, as you can see here, it got deposited to a Capital One account. Now not all banks work the same, so we gotta be careful here. But most banks, when the check is cashed and endorsed, they're gonna stamp it on the back so you know which institution actually cashed it. So the way this conversation would go with the vendor between your client and the vendors, hey, Austin. Do you ever deposit checks to Capital One? Perhaps Austin will say something like, you know, we just set up a Capital One account, but we haven't used it in the past. This must be the first time we've done it. And, woo hoo, we can do a little dance. We've gotten something solved rather quickly. We can move on about our day. Next up, we're gonna be talking about voiding payments. Right? You might be asking yourself, when do I wanna void? The vendor says they never got the payment. You sent the payment with the wrong amount, if you need to change it from a paper check to an ACH, or if you suspect it's been lost in the mail. Right? Now there are gonna be times that you you really don't wanna void. If the payment has already cleared the bank, you can't void it. Right? It's already cleared. If the accounting period is closed, now this kinda gets into some, you know, accounting fork in the roads, but maybe you don't wanna avoid it because the the accounting period is closed. If the payment is still in transit, you probably don't wanna void it. Right? Or if the vendor has already received the funds. So void bill payment, we already showed you how to get to the status of a bill payment. Here, you're gonna see that the check shows as shipped, but it it hasn't cleared yet or hasn't been delivered. Then there's a link there, says request to void. Message pops up, are you really sure you wanna void? You're gonna say yes in this case, and then it's gonna say, hey. We're working on voiding your check. Now after you've requested the void, it does take maybe a couple of hours to a couple of days. It's kinda dependent on a few factors. And, you basically just click done here. Now you might be asking yourself, it's voided. What happened next? Well, you're gonna wanna reconcile. The voided payment will show up as a new transaction. You're gonna wanna communicate to the vendor. Right? Be very clear to them what the next steps are. Are you resending the payment? What's actually happening for that unique situation? Just communication is key to avoid any other further confusion. And lastly, there's an audit trail. The voided transaction is currently recorded in your audit log, so your records remain clear. And pro tip, we didn't necessarily show it here, but under under the audit log, it actually shows you what happened and what happened. Last up here, we're gonna talk about common processing errors. Situation here is you're attempting to process a bill payment, but it keeps getting declined. Maybe you receive a generic error message with not a lot of details, or maybe you receive a very specific error message that is you've reached your payment limit. Now we've already talked about payment limits upfront, but the the one that we haven't talked about yet are generic processing errors. And this is just one screenshot of a few that you might see, And they can be a little bit generic or or lack a little bit of detail. And what we wanna call out here is the most common reason for these generic processing errors are ACH return codes or some NACHA errors. Now there's hopefully, you guys are familiar with NACHA. If not, it's in the q and a or the the the FAQ that we have as a resource here. But we we can't necessarily list all the different reasons or codes. So the first step or line of defense that we're gonna recommend is you talk to the bank account or the financial institution that the bank account is tied to that's making the payment. Right? Your client's bank account that's making the bill payment. Give them the date, the amount, and they should be able to see if they noticed any, ACH return codes or any NACHA denies. Right? Now if you've talked to the bank and they say everything is good, you're gonna wanna come and contact support. There's a transaction ID that you're gonna wanna have when you contact support, and then we can review those individually. They can be a little bit, unique or or niche, So it's really important to have those pertinent details like the date, the amount, and that transaction ID. Also, when there's a processing error, an email goes out that, you know, like I said, there's that transaction ID that you're gonna want, and and that's what a customer success representative will need to assist you in the moment. Alright. Next up, processing limit errors. Again, we've suggested upfront, you go through the account settings and you request the appropriate limit when you first onboard. Sometimes, you still hit a processing limit. In the past, this was a little bit more difficult to to navigate because we didn't always give this screen in product. But now we make it very clear which payment actually is failing for a processing limit. And within that error message, we give you the option to request a new limit in that moment. So, hopefully, we make it a lot clearer now, and we've removed some confusion over which payment is actually failing and why that's failing for the processing. And that, concludes our presentation on processing limits and or generic errors. Let's open up to some questions. Awesome. Thank you, John. Super interesting. Okay. I'm gonna start with, is there an extra cost for voiding a bill payment? There is no additional cost for an extra or for voiding a payment. But if the paper check was mailed, there is a cost associated when we mail the check. So it kinda does get to some nuance of has that check been mailed or not. So if you, like, void it immediately after, you can avoid some of the fees. But if it's mid flight checks in the mail, literally, you you do incur the the mailing fee, and you can't avoid that just because you you voided the check. Okay. Okay. Someone wants to know, does the voided payment work as a stop check with the bank? Yes. Yes. If you void the paper check, the the vendor will not be able to cash that check. That's why communication is very critical here. Nothing would be worse than you void the check, the vendor goes and tries to cash it, and there's a problem that results with that. In today's day and age, sometimes, you know, trying to cash a bad check can result in bank fees. So we really wanna avoid that at all costs. Okay. Can you undo avoided payment? No. That's why you get that error message upfront saying, hey. Are you really, really sure? Make sure it's the right thing to do based off that checklist we gave you. K. What is if you could just kinda walk us through really quick, what is the process of voiding a check? Is it immediately, or is it immediate, or is there a processing period? What does that work? How does that work? Yeah. I know. That's a great question, and it's super important to know. Mhmm. The screenshots we showed you within the product for how it works is you're actually requesting a check to be voided, so it doesn't happen instantaneously. There's a a back end system process that runs to check some basic things, and then the void actually occurs. Based off of my experience, it's anywhere from two hours to about eighteen hours before it actually completes the void. Got it. So it's not a when you're requesting the void, that term is literal. You're requesting the void. It's it's it's not necessarily everyone that you request to void can be voided. Someone asked, what about voiding a check from a closed accounting period? Yeah. You're gonna have to open the accounting period to void it, or you're gonna need to know the password if the, if it's closed on the account setting. So it's it's it's nuanced and it depends on the user. Right? Not everybody can actually edit the closing period. You might need to talk to an admin user within the company because we're all accountants. I'm kinda making the assumption most are admin users, but I know that's not necessarily the reality we live in. Right. Okay. Last question. Can you include vendor credit memos when using bill pay? You know, I saw that come up last week, and I never really got around to fully testing out how that works. In the traditional workflow for bill payments, you can use a credit memo. With the actual proper bill payment, you know, whether electronic or paper check that we're mailing out, I don't know. So, unfortunately, that's gonna be one that I would want to validate before I answer. I'd like to say yes, to be honest, but we'll get that one back to the person who asked it. K. Awesome. Well, thank you again for all of this amazing information, John. You've truly charmed every last one of us. Work in progress is doing good. Awesome. Thank you. Alright. Here is what you can all look forward to next. If you enjoy today's first solution spotlight, do not miss our next session on November 13. John and Stone are gonna be back at it. They're gonna be going over leveraging the power of modern reports in QuickBooks online. You're gonna learn how to customize reports, leverage advanced features, and then learn new navigation skills that are gonna save you a lot of time, and everybody wants more of that. So we really hope to see you there. And then before you head out, we would love to know how you feel about today's first session. How likely would you be to recommend solution spotlight? One being not likely to 10 being very likely, and you've probably already blocked your calendar for our next session. So, anyway, no matter where you land on the scale, we'd really like to know what you think as we plan future sessions. Alright. And since you're already warmed up, if you could take two minutes to complete a short survey about today's session, we really would appreciate it. You can just scan the QR code, answer a few questions, and tell us specifically what you think about today. We really wanna bring you the most value during this time, and we'd love to share your feedback with our leaders as we continue to shape the program. And with that, I hope you added some new tips to your Intuit toolkit and enjoyed yourself at the same time. Thank you for being here, and again, we'll see you next time.