Bill Pay brings your entire payment process into one connected workflow, making payments faster, more accurate, and easier to manage. With real-time visibility and collaboration, teams stay aligned while ensuring payments are secure, on time, and transparent–helping protect your budget and strengthen relationships with subcontractors and vendors. 

Set Up Bill Pay 

Navigate to Company Settings within your User Profile Icon. 

Select Online Payments within Financials.

If you're new to Buildertrend Payments, select Sign up and follow the on-screen steps to complete the setup. 

If you're already signed up for inbound payments and are adding Bill Pay for outbound payments, select the Subcontractor tab, then click Get started to complete the setup.

Complete the 5-minute signup process.

1. Tell us about your company 
   
2. Beneficial owners and financial controllers
3. Payments 
   1. You will be prompted to verify your bank account through Plaid. We recommend using Instant Linking when available. Please note that Chase and PNC accounts can only be linked manually. When the pop-up window opens, enter your phone number and click Continue. Search for your bank by typing in the search box, or if you see your bank below the search box, simply click the bank name to select it. Now, enter your Username and Password for your bank and hit Submit. Next, select the account you’d like to send money from and click Continue. After selecting your bank and account, you should see a confirmation screen – click Continue to land back on the Buildertrend Payments page.
   2. If you allow payees to receive check payments, you can manage your check details here, including your logo, signature, and default memo. You can also disable check payments for individual subcontractors or vendors within their profile for greater control, or disable checks globally in Payment Settings.  
4. Review and Submit 
   
   1. Agree to Buildertrend terms and conditions and select Submit again.  
   2. This will put your application into a Pending status. The review takes 2-4 business days.

Adding a Bank Account with Manual Verification

Navigate to the Online Payments tab and delete your existing bank setup. Next, click Add Bank Account.

Select Manual to link your bank account.

After clicking Continue, you will be led through a series of steps to add your account manually, including your bank’s routing number, bank account number, account type, and name on account.

Confirm the account using Micro Deposits. Two micro deposits will be added to your newly setup account in 1-2 business days. Once these have been deposited, you can verify your newly added account from the email (left) or go to Online Payments and select ‘Verify Account’.

Enter the two deposit amounts that appear in your bank account to finalize account setup.

Subcontractor and Vendor Bill Pay Setup 

This section walks you through setting up subcontractor and vendor payment information.

Navigate to the Sub/Vendors profile.

Select the sub or vendor you want to update.

Select the Payments tab.

Once on the Payments tab, enter the payment contact information:

• Email: Used for payment notifications.
• Phone Number: Used for SMS payment notifications and voicemail verification when a payment is sent.  

  ✏️Note: The phone number will default to the mobile number on file, if available. You can change it to a landline number and choose the voicemail verification option if needed. Once saved, the preferred payment phone number cannot be updated by the subcontractor or vendor. This fraud-prevention measure ensures a closed loop between the builder and the payee. Only the builder can modify this phone number.

Select the Default payment method for the subcontractor or vendor: 

• Recipient chooses: The recipient chooses how they would like to be paid when the payment processes. Depending on your payment settings, you can allow them to choose Direct deposit only or Direct deposit or mailed check. 
• ACH transfer: Payments are sent directly to the recipient's linked bank account.
• Mailed check: Payments are sent by mailed check to the recipient's mailing address.

The fields shown on the Payments tab will updated based on the payment method selected. 

Then select Save. 

You can also send a bulk request for subs or vendors to complete their bank setup, as shown below.

SMS Payment Notifications

SMS payment notifications help ensure subcontractors and vendors are aware when a payment is ready for action.

When SMS payment notifications are enabled from the subcontractor or vendor's Payments tab:
 

• A valid phone number must be on file in the subcontractor's payment profile.
• When their first payment is sent, they will receive a text prompting them to opt in.
• Once opted in, they can receive payment notifications by SMS in addition to email. 

 How to Send Payments with Bill Pay 

Navigate to a Bill marked Ready for Payment, then select Pay and choose Pay Online. You can pay the full bill amount or specify a partial payment – the remaining balance will be automatically tracked on the bill until it is fully paid, and payment history will show what has been paid and what remains. 

Partial payment: 

If you have created a Vendor Credit for a Sub/Vendor you are looking to pay, you will see the option to apply that credit on the Payment screen as well. When clicked, it will apply the credit amount to the full total. (For more information on how to set up Vendor Credits, click here)

You can also pay bills in bulk by selecting the bills you want to pay, then choosing More Actions > Pay Online.

Partial payment in mass:

Next, you will be prompted to verify your identity by entering a one-time code for security purposes.

Review the recipient’s information, including the email address, and edit it if needed.

Select Next to proceed with sending the payment.

The payment method available to the payee is based on the Default payment method selected on their Payments tab. If Recipient chooses is selected, the payee can choose from the payment methods made available to them.

ACH (always available)

• Bank account linked: The subcontractor or vendor receives an email and, if enabled, an SMS confirming ACH processing. No additional action is required. 
• No bank account linked: The email (and SMS, if enabled) prompts the recipient to select Get Paid to set up ACH.

Mailed Check (can be enabled or disabled at the individual or global level)

• If the subcontractor or vendor is being paid by mailed check, a payment preview is shown before you select Send Payment. The recipient must review and accept the payment within the Payment Expiration timeline set under Company Settings > Online Payments.
  Note: Certain legacy payment features may still be available to existing customers with grandfathered access.

Online Payment Report

To track payments and view transaction status, navigate to Online Payment Report within the Financial tab.