Adding and Uploading Bills

Once you've setup up your payment website, you can add and upload new bills.

To add new bills, click 'Add Bills' on the Main Menu.

There are two ways to add bills:

• Upload a File
• Add Quick Bills (one at a time)

Adding Bills via File Upload

There are two key steps to uploading bills to your website.

• Mapping your Bill File (only needs to be done once)
• Uploading a Bill File

What is a Bill File?

The Bill File is a comma delimited file (CSV) used to import billing data to your website. It contains information on customer accounts and outstanding bills. Using a Bill File, outstanding bills for many customers can be loaded into the system all at once.

Data from the bill file is used to authenticate customers who want to either enroll and create an account on your site, or make a one-time payment as a guest.

There are five mandatory fields in a Bill File:

Reference Number: The primary identifier of the account. The label used for Reference Data can be customized. Common examples include Account Number, Member Number, Patient ID, Student ID, etc.

Other Data: The secondary identifier of the account. The label used for Other Data can be customized as well. Common examples are ZIP Code, Birthdate, Apartment Number, Phone Number, Booking Number, etc.

Amount Due: The amount of the bill.

Date Due: The date when payment is due.

Name: Name on the account. This can be a Customer Name or Company Name.

Email (optional): If you include an email address in the Bill File, then enrolled customers will be notified via email when a new bill is added.

Mapping a Bill File

The five pieces of required Bill File information may be called by different names in your accounting system or internal records. A mapping file is meant to tell the translate the corresponding names for each of the required fields (e.g., Reference Data, Other Data, Amount Due, Due Date, Name).

To start mapping, click 'Map Bill File' on the 'Add Bills' screen.

The 'Map Bill File' screen is displayed. Enter the names you use for each of the fields on the screen and click 'Save Map.'

Now you can upload a Bill File with column headers that match an export from your accounting system, and the system will recognize the names and map them to the correct fields.

 Downloading a Template

Once you have mapped a Bill File, you will be able to download a template of the mapped Bill File. You can modify the data in the file to create a new Bill File for uploading.

Uploading a Bill File

Once your file is mapped, you can upload a Bill File with your customer data. To upload a Bill File, click 'Upload Bill File' on the 'Add Bills' screen.

On the 'Upload Bill File' screen, click 'Choose File' and select the Bill File from its location on your local drive. When you click 'Upload', the Bill File is verified, processed and loaded.

The name of the Bill File has to be unique to be successfully loaded. We suggest using the date of the file for consistency.

Customers can use the primary and secondary identifiers (Reference Number and Other Data) to either make a one-time payment or enroll.

 Once a bill file has been uploaded, please wait up to 30 minutes. Then you can then navigate to the Bill File Processed Report to verify the status of the upload.

You must successfully complete the one-time mapping of your Bill File before you can begin uploading files.

 Creating a Quick Bill

When you create a Quick Bill, you add single bills one at a time. This is useful when there are a fewer number of bills to be added.

To create a Quick Bill, click 'Create a Quick Bill' on the 'Add Bills' screen. 

Enter the customer specific information for all the five mandatory fields and click 'Create Bill.' A new bill is added to your website's billing system.