Getting Started for Admins: Set Up Bill Pay and Reimbursements

Bill Pay lets you pay vendors, missionaries and other payees directly from KleerCard, and reimbursement forms let your team request repayment for out-of-pocket purchases. Everything is approved, tracked and sent to your books in the same place as your card spending.

This is an optional step. If your organization only needs cards, you can skip it and come back anytime.

Before you begin

• Your bank account should be connected and verified. See Verify your bank account and fund your account.
• If you use QuickBooks Online or Aplos, set your accounts payable and bank account in your accounting integration settings. These tell KleerCard where bills and bill payments post. QuickBooks Online users: confirm whether your books use cash or accrual accounting before you choose these accounts. If you're not sure, email implementation@kleercard.com and we'll help.
• Review Bill Pay pricing on our KleerCard Fees page.

Step 1: Add your payees

Add each vendor or person you plan to pay. (Direct Link) Once a vendor is created, you can enter or request their payment method details to process payments in the vendor's details.

Step 2: Set your approval rules

Decide who needs to approve a bill or reimbursement before it's paid, for example requiring the treasurer's approval above a certain amount. (Direct Link)

Step 3: Set your Billpay Defaults

1. Decide which approval rule is your default, what columns to show, and mileage data.
2. To accept invoices by email, you will also need to select your new forwarding email address for your Bill inbox. This cannot be changed once it is created.

Step 4: Create your Public Reimbursement Forms 

Reimbursement forms let your team, or people outside your organization, request repayment or payment without needing a KleerCard login. (direct link)

• Internal forms are for your team members.
• Public forms can be shared with anyone, for example a volunteer or guest speaker.
• Your organization's logo from your Company Profile appears on your forms, so check that it's up to date.
• Submitted requests go through the same approval rules as bills.

Step 5: Enter your Reimbursement mileage rate (direct link)

Step 3: Create and pay a bill

1. Enter the payee, amount, due date and invoice, and assign an account.
2. Submit the bill for approval, if your approval rules require it.
3. Once it's approved, schedule the payment by ACH or check.

When payments arrive:

• ACH: delivered to the payee in about 4 business days. See ACH payment delivery timeline.
• Check: delivered 5 to 7 business days after the scheduled payment date. See Check payment delivery timeline and Bill payment check scheduling.

Step 5: See Bill Pay in your books

Schedule an integration to walk through exporting charges into your accounting software. 

Want a walkthrough?

Watch the Bill Pay overview, or book a Bill Pay setup call and we'll set it up with you. Questions anytime? Email implementation@kleercard.com