Bill Payments

Learn how to record payments and use Checkbook.io for digital payments.

Payment Methods

ReadyBuild supports several payment methods:

Method	ID	Description
Credit Card	1	Credit card payment
ACH Transfer	2	Bank transfer / ACH
Check	3	Paper or digital check
QuickBooks	4	Payment recorded in QuickBooks

Recording Manual Payments

When you pay a vendor outside the system:

1. Open the bill
2. Change status to Paid
3. Select Paid By method:
   • Credit Card
   • Check
4. Enter the Paid Date
5. Save

The bill is now marked as paid and will sync to QuickBooks if enabled.

Checkbook.io Digital Payments

For companies with Checkbook.io integration enabled, you can send digital payments directly from ReadyBuild.

Prerequisites

• Checkbook.io integration enabled in company settings
• PAY_VENDOR permission assigned to your role
• Vendor has email address for payment notification
• Bill in Ready to Pay status

Submitting a Payment

1. Open a bill in Ready to Pay status
2. Click Submit Payment (or Pay Vendor)
3. Confirm payment details
4. Submit

Payment Processing

After submission:

1. Bill's payment_status is set to IN_PROCESS
2. A background job sends the payment to Checkbook.io API
3. Checkbook.io processes the payment
4. Payment status updates as it progresses

Payment Statuses

Status	Description
IN_PROCESS	Payment submitted, awaiting processing
PRINTED	Check has been printed
MAILED	Check has been mailed to vendor
PAID	Payment completed successfully
FAILED	Payment failed (review for errors)
VOID	Payment was voided
EXPIRED	Payment expired before completion
REFUNDED	Payment was refunded

Deposit Options

Checkbook.io offers vendors two ways to receive payment:

1. BANK - Direct deposit to vendor's bank account
2. PRINT - Print a check

Vendors receive an email with instructions to complete deposit.

Restrictions with Active Payments

While a Checkbook.io payment is active (payment_status is set):

• Cannot void the bill - Must wait for payment to complete
• Cannot delete the bill - Payment is in progress
• Cannot change status - Locked during processing

If you need to cancel, contact support to void the payment in Checkbook.io first.

QuickBooks Payment Sync

When Bill is Paid in ReadyBuild

If the bill has QuickBooks sync enabled:

1. Bill marked as Paid triggers sync
2. A BillPayment record is created in QuickBooks
3. Payment details include:
   • Payment amount (from QB bill balance)
   • Payment type (Check or CreditCard)
   • Payment date
   • Link to the original Bill

When Payment Made in QuickBooks

If a vendor is paid directly in QuickBooks:

1. QuickBooks sync detects the BillPayment
2. Linked Bill is found in ReadyBuild
3. ReadyBuild bill updated:
   • If QB bill balance = 0 → Status = PAID
   • If QB bill balance > 0 → Status = READY_TO_PAY (partial)
4. Payment method mapped from QB PayType

Partial Payments

ReadyBuild handles partial payments from QuickBooks:

• If the QB bill has remaining balance, the RB bill stays as Ready to Pay
• Only when fully paid (balance = 0) does it move to Paid status
• Each partial payment is logged for audit

Payment Account Reference

When integrated with QuickBooks, payments track the source account:

QB Payment Type	Account Field
Check	BankAccountRef
Credit Card	CCAccountRef

This information is stored in qbo_payment_account_ref for reconciliation.

Viewing Payment History

On the Bill

Open a bill to see:

• Current payment status
• Paid date
• Payment method
• Checkbook.io payment ID (if applicable)

In QuickBooks

For synced bills:

• View the linked BillPayment record
• See full payment details
• Reconcile with bank statements

Troubleshooting Payments

Payment Stuck in IN_PROCESS

1. Check Checkbook.io dashboard for status
2. Verify vendor email was correct
3. Contact support if status doesn't update

Payment Failed

1. Review error details in audit log
2. Check vendor payment information
3. Retry payment or use alternate method

QuickBooks Sync Issues

1. Verify QuickBooks connection is active
2. Check that vendor exists in QB
3. Review sync logs for errors
4. Re-trigger sync if needed

Best Practices

1. Verify Before Payment

Double-check vendor, amount, and project before submitting payments.

2. Use Appropriate Method

• Checkbook.io for regular vendor payments
• Manual entry for one-off or legacy payments

3. Track Lien Waivers

Request and attach lien waivers before or after payment as required.

4. Reconcile Regularly

Match ReadyBuild payments with QuickBooks and bank statements.

5. Review Payment Status

Monitor Checkbook.io payment statuses and follow up on stuck payments.