Vendor Payment Communications for Payment Assistant

After you approve a payment run in Payment Assistant , your payment provider sends vendors emails about their payments. What vendors receive, and who sends it, depends on whether your organization processes payments through REPAY or BILL.

Vendor Payment Communications with REPAY

After a vendor is enrolled with Payment Assistant and you include their invoice on a payment run, Payment Assistant automatically sends payment communications by email. The emails are customized by payment method and are sent from payments@repay.com.

Use the following examples to preview the email content vendors receive with REPAY:

Key Notes

The From information in the email includes your organization's name and address.
The subject includes "Payment Remittance From: (your organization name)"
The invoice number and description appear in the body of the email.
The payment instructions include a remittance email (payableshelp@repay.com) and phone number (801-679-6044) for vendor follow up.

Vendor Payment Communications 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, vendors hear from BILL rather than from Blackbaud. BILL sends the emails and the remittance details, and what a vendor receives depends on how BILL pays them.

Sender of Payment Emails to Vendors with BILL

BILL sends payment emails to vendors from BILL email domains, and the emails carry BILL branding. The body of each email names your organization's legal name as the payer. The emails don't mention Blackbaud or Payment Assistant.

You can't customize or preview the emails BILL sends to vendors, and they're available in English only.

What Vendors Receive by Payment Method with BILL

Check. BILL mails the vendor a printed check. The stub lists the remittance details.
ACH. BILL sends the funds to the vendor's bank account. If the vendor record has an email address, BILL also emails an electronic remittance.
Virtual card. BILL emails the card to the vendor's remittance email address. The vendor runs the card the way they run a card payment. Vendors have 20 days to use a virtual card payment.

Remittance Details with BILL

The check stub or electronic remittance from BILL shows your organization's legal name and address, the vendor's account number with you, and the invoice numbers and amounts that the payment covers. BILL limits invoice numbers to 20 characters on remittance. Your organization's email address doesn't appear on the remittance, and you can't customize it.

Which Vendors Hear from BILL and When

Vendors you invite. BILL emails an invitation when you invite a vendor to the BILL Network.
Check and ACH vendors with an email address. After BILL pays a vendor that isn't connected to the BILL Network, BILL can email the vendor an invitation to join. BILL sends each vendor no more than two of these invitations. To turn them off for every vendor, contact Blackbaud Support.
Virtual card vendors. BILL emails the card, and BILL can follow up if the vendor doesn't run it.
Connected vendors. Connected vendors receive standard payment notices from BILL.

Setting up a vendor early in Payment Assistant doesn't send the vendor an email.

Vendor Fees with BILL

BILL doesn't charge vendors to receive check or ACH payments. Vendors that accept a card payment pay their own merchant fees, and virtual card payments cost your organization nothing extra. Vendors can also choose to pay BILL a fee for faster transfers.

Vendor Help with BILL Payments

Vendors use the support link in the emails they receive from BILL. For the rare virtual card that a vendor hasn't run, BILL can also call the vendor. Your team contacts Blackbaud Support with questions about Payment Assistant.