Vendor Enrollment for Payment Assistant

How you track and manage vendor enrollment for Payment Assistant depends on your payment provider. With REPAY, the Payment Assistant tile on each vendor record shows the vendor’s enrollment status. With BILL, vendors are payable without enrollment, and you can set vendors up early from the Vendor enrollment tab on the Payment Assistant page.

View Vendor Enrollment Status with REPAY

The Payment Assistant tile appears on a vendor record and shows whether the vendor is enrolled in a preferred payment method with REPAY. If the vendor is enrolled, the tile tells you which payment method they’re using and when enrollment was completed. It also surfaces EFT readiness and recent payment details as supporting information, so you can quickly understand the vendor’s payment status without digging through multiple records.

Note: This tile only appears on vendor records after your organization has completed Payment Assistant onboarding.

Use this tile to:

  • Confirm whether a vendor is enrolled in Payment Assistant

  • See the vendor's enrollment date

  • See how the vendor receives payments

  • Identify missing or incomplete EFT (electronic funds transfer) details

Vendors Enrolled in Payment Assistant

For vendors enrolled in Payment Assistant, this tile enables you to see:

Enrollment

These fields show the vendor’s current enrollment state and payment configuration.

  • Status — Shows the vendor’s current enrollment state: Pending or Enrolled.

  • Date — The date the vendor enrolled. This is blank while the status is Pending.

  • Delivery method — How the vendor is set up to receive payments once enrollment is complete: Virtual card, ACH, Check, Bank draft (used for $0 payments), or Pending.

  • EFT sharing — Whether the vendor's EFT bank account details are shared and ready. Possible values: Ready, Not ready, or No EFT accounts set up. This row appears only when your organization allows EFT sharing.

Tip: While a vendor is completing enrollment after they are included in their first payment run, both Status and Delivery method remain "Pending". These values update only after the vendor finishes enrollment and selects a payment method.

Most Recent Payment

Use the most recent payment information to confirm how and when the vendor was last paid.

  • Delivery method — The payment method used for the most recent payment.

  • Date — The date the most recent payment was issued.

Vendors Not Yet Enrolled in Payment Assistant

If a vendor isn't enrolled, the tile shows whether the vendor is ready for Payment Assistant and gives you direct access to set up EFT information for ACH payments.

Tip: When the tile shows Vendor ready for Payment Assistant and EFT sharing ready, the vendor has the required bank details in place and is ready to be enrolled in ACH payments through Payment Assistant.

  • Edit EFT details – When the tile shows Prepare vendor for Payment Assistant and asks you to update the EFT account details, select EFT account to open a form where you can update the vendor’s EFT bank account information.

  • Add an EFT account – If a vendor is not enrolled in Payment Assistant and has no EFT account information on their vendor record, the tile asks you to provide EFT account details. Select EFT account to add one so the vendor can be paid in Payment Assistant with ACH payments.

After you save changes using either action, the vendor record and Payment Assistant tile automatically refresh to show the latest information — no manual refresh required.

Frequently Asked Questions about REPAY Vendor Enrollment

No. Payment Assistant doesn't send ACH pre-note (pre-notification) files. Vendor bank accounts are verified through REPAY's enrollment process instead of the traditional ACH pre-notification method.

Set Up Vendors Early with BILL

Note: Don’t see this yet? The ability to use BILL with Payment Assistant is currently in an Early Adopter Program (EAP) for some of our customers. Look for full support and general availability in a future release.

With BILL, every vendor is payable as soon as it exists in Financial Edge NXT. A vendor with an address is paid by check, and a vendor with bank information is paid by ACH. Setting vendors up early is optional. It sends the vendor details to BILL before a payment run, so BILL can finish network matching and bank verification ahead of time. It doesn't send anything to the vendor.

If you don't set up a vendor early, approving a payment run creates the vendor in BILL, and the first ACH payment to that vendor waits one to two business days for bank verification. Check payments and later payments aren't delayed.

Steps to Set Up Vendors Early with BILL

On the Vendor enrollment tab, select Pre-enroll vendors. You can also select Set up vendor on a vendor's tile. A full-page window titled Pre-enroll vendors opens, where you search for and select the vendors to set up. You can filter the vendor list by:

  • Balance due

  • Invoice status

  • Vendor status

  • Last invoice date

  • Vendor type

  • 1099

  • Bank account

  • Payment method

  • Custom fields

Select the vendors, then select the button that shows the number of vendors, such as Pre-enroll 3 vendors. The window closes, and the process runs in the background. Until the data from BILL arrives, the Vendor enrollment tab shows Vendor setup in progress for the vendor.

After setup, the Vendor enrollment tab lists the vendors you submitted to BILL. It shows each vendor's BILL Network status, payment method, email, phone, remit-to address, and payee name. In the Action column, you can invite a vendor to the BILL Network or, when your organization allows EFT sharing and the vendor isn't in the network, add or edit the vendor's EFT account.

Vendor Information Sent to BILL

Financial Edge NXT sends the vendor's name, phone number, email address, and address to BILL. If your organization allows EFT sharing and the vendor's EFT sharing status is Ready, it also sends the vendor's bank account. A vendor whose record is missing a name, address, city, ZIP code, or country can't be selected, and the window flags it with Add required vendor info. The vendor name can be up to 100 characters.

Payment runs also need a valid US remit-to address on the vendor record. A customer number is optional with BILL, but it can help BILL match the vendor to the BILL Network.

Requirements for Paying a Vendor by ACH with BILL

ACH payments to vendors that aren't connected to the BILL Network need your organization to turn on Allow EFT sharing and the vendor's EFT sharing status to be Ready. A vendor is ready when the EFT account meets the requirements for sharing EFT details. For vendors connected to the BILL Network, BILL pays by the bank information the vendor keeps in BILL.

Vendor Bank Account Verification by BILL

BILL verifies a vendor's bank account with a real-time check and a trial deposit. The trial deposit takes one to two business days. The vendor does nothing, and BILL doesn't need written authorization or documents. Vendors on the BILL Network are verified.

Invite Vendors to the BILL Network

An invitation lets a vendor manage its own bank information and payment preferences. On the Payment Assistant tile of the vendor record, select Invite to BILL Network. A window titled Invite to BILL Network opens, and you send the invitation there. The vendor accepts the invitation and completes setup directly with BILL.

After an invitation exists, the button changes to Manage Bill Network Invitation, and it opens the same window. If an invitation expires, the Vendor enrollment tab shows Resend BILL Network invite, which opens the same window. Financial Edge NXT doesn't have a button to cancel an invitation. You manage the invitation in the BILL window. An invitation expires after 60 days, and the vendor's network status changes to Expired.

You don't need to invite a vendor for BILL to pay the vendor. BILL also matches vendors to the BILL Network on its own, as described in Private and Connected Vendors with BILL.

Payment Assistant Tile for a Vendor with BILL

The Payment Assistant tile on a vendor record shows the vendor's network connection and payment setup.

The BILL Network section includes:

  • Network status — Whether the vendor is Connected, Not connected, Pending, or Expired.

  • Connected since — The date the vendor connected to the BILL Network. This appears only for connected vendors.

  • Network ID — The vendor's identifier in the BILL Network. This appears only for connected vendors.

  • Invite sent — The date you invited the vendor.

  • Expired on — The date the invitation expired. This appears only for expired invitations.

The Payment Setup section includes:

  • Delivery method — How BILL pays the vendor: Virtual card, Bank draft, ACH, Check, or Pending.

  • EFT sharing — Whether the vendor's EFT details are shared with BILL: Ready, Not ready, or No EFT accounts set up. This row appears only when your organization allows EFT sharing. Select it to add or edit the vendor's EFT account.

  • Bank account — The last four digits of the bank account from the vendor's EFT account in Financial Edge NXT. This appears only when the delivery method is ACH.

For a vendor that isn't set up in Payment Assistant, an alert on the tile prompts you to set up the vendor, with a Set up vendor link.

BILL Network Status Values

  • Connected — The vendor is on the BILL Network. BILL pays the vendor by the bank information and payment preference the vendor keeps in BILL.

  • Not connected — The vendor isn't on the BILL Network. BILL pays the vendor by the information on the vendor record in Financial Edge NXT.

  • Pending — You invited the vendor, and the invitation is waiting for a response.

  • Expired — The vendor didn't accept the invitation within 60 days.

On the Vendor enrollment tab, the BILL Network column shows Yes for vendors on the BILL Network and No for vendors that aren't. Use the In BILL Network and Not in BILL Network filters to narrow the list.