Accounts Payable and Bill Pay Services with QBO
Unpaid bills, angry vendors, and cash flow issues often haunt the small business owner, taking time away from their ability to run and manage their business.
Outsource your bills to QBO and have the peace of mind that they will be reviewed, managed and paid on time. QBO has a dedicated Accounts Payable team, whose focus is on organizing and paying your vendors in a timely basis, all while paying attention to cash flow. Direct all mail, email, and paperwork to our office and receive regular reporting for outstanding and paid bills. We will process all the checks and electronic payments to ensure your vendors are happy and paid on time. No more late payments and overdrawn bank accounts, or worries about making payroll while still making ends meet to pay bills.
I am interested in bill pay services, but…
How would QBO receive my bills?
Do you receive physical bills or electronic bills? Either way you can send them directly to QBO! Change the mailing address to QBOs office or change the email address to our QBO email dedicated to all things Accounts Payable.
How are the bills reviewed and entered?
Depending on the attention your business needs, weekly, semi-monthly, or monthly, your business will be assigned a day of the week that QBO will locate all of your bills and present you with a list of all the bills we received or that were sent by you.You will be shown the cost of each and the total amount needed to those bills for the month as a whole.
Bills are reviewed and entered through Appfolio or Quickbooks. Many clients send over invoices they receive for utilities or various work that has been completed. Other clients allow us to use their login information to pull the invoices online (if applicable). QBO keeps track of when these invoices are pulled not to create duplicates. Before every bill/invoice is entered, QBO makes sure it has already not been entered into the applicable software.
Who will be reviewing and entering my bills?
You will be assigned a member on the QBO AP team who will review and enter your bills on your assigned day.
How does QBO manage cash?
QBO monitors your bank account closely and reconciles the bank balance to the book balance on a weekly, bi weekly or monthly basis, BEFORE you make a decision about which bills to pay. QBO will also alert you to any potential overages that may arise if you choose to pay certain bills at a certain time. If you also run payroll with QBO, we will let you know that you have payroll coming up’ so you can make better decisions about how to spend your cash and pay your bills.
Do I have to worry about theft?
Theft is not something to worry about at QBO. We have many internal and external controls to prevent theft from happening. Bill payments are typically online where it would be very difficult for this to happen. If a check must be issued, they are reviewed my management where they then utilize stamps pertaining only to that client. Every employee at QBO is run through an extensive background check. We are here to help you succeed, not cause bigger issues.
Do I have to worry about QBO paying my bills without approval?
Never! You tell us what to pay before anything gets paid. Once QBO receives your bills, we compile a list to send to you. Once you have sent the list back with the bills you want paid QBO will then pay those bills.
You never have to worry about QBO paying your bills without approval. QBO will only enter bills as they are received and then sent to the client for approval to be paid. Some clients choose to receive open account payable reports where all bills entered within a time period. Clients then go in and make notes on what they would like paid, or if they would like a certain amount to be paid.
Does QBO do checks or electronic payments?
QBO can print paper checks for your business or pay bills electronically. Many accounting software’s offer electronic bill pay through third party applications that can be managed by QBO. So no need for paper checks – just simply let us know what bills to pay and we can process them through a secure, safe payment gateway. Anyway that you want your bills paid, QBO will do it.
How would I share documents with QBO?
You have a few options. You can either email QBO directly at AP@goqbo.com with your documents included as attachments. Alternatively, you can drop them into your own portal. QBO will share you access to a folder in cloud based platform, Sharefile. There you will be able to create your own username and password to drop your documents into a secure site that only you and your QBO team have access to.