Bill Assistant reviews each bill as it's captured and flags issues before the bill turns into a payment. Catching these problems early, while you're still working on the bill, prevents rejections, requests for information (RFIs), and rework further down the line, once the payment has already been submitted for processing.
What Bill Assistant checks
When you capture or upload a bill, Bill Assistant runs a set of compliance checks and flags anything that would likely cause a problem at the payment stage.
Check | What it looks for | Why it matters |
Billing name mismatch | Whether the “Billed To” entity matches with company name in our records. | Billing name is cross-checked for payment to correct entity by compliance |
Bill number | Whether the bill has a bill number | Bill numbers are required for a clean audit and payment record |
Bill date | Whether the bill has a bill or issue date | A missing date can cause the bill to fail validation |
Bank details | Whether the beneficiary's bank account details are present | Payments can't be routed without complete bank details |
Duplicate bill number | Whether the bill number has already been used on a previous bill from the same recipient | Prevents paying the same bill twice |
What to do when Bill Assistant flags issues
When Bill Assistant flags an issue, resolve it on the bill before submitting it for approval and payment.
Billing name mismatch: Add new bill with corrected “billing name” as per records.
Missing bill number: Add a new bill with the bill number included.
Missing bill date: Add a new bill with the bill date included.
Missing bank details: Add a new bill with the beneficiary's bank details, either on the bill itself or as a supporting attachment.
Duplicate bill number: Open the linked original bill to compare. If it's the same bill, you don't need to pay it again. If it's a genuinely separate bill for the same recipient, re-upload it as a new bill with a different bill number.
Here's what a flagged bill looks like. Bill Assistant lists every issue it found in one place, so you know exactly what to fix before resubmitting.
FAQ
Q: Does a flag block me from submitting the bill?
Flags are there to help you catch problems early. We strongly recommend resolving them before submitting, because unresolved issues are likely to be caught later during compliance review and cause delays.
Q: Why does Bill Assistant flag these issues?
Bills with missing or duplicate details used to slip through into payment operations, only to be caught later during compliance review, causing rejections, RFIs, and delays. Flagging these issues at the bill stage means you can fix them upfront, so your transfers pass compliance review the first time.
Q: I got a duplicate bill number flag, but this is a legitimately separate bill. What should I do?
Open the linked original bill to compare the two. If they're genuinely different bills that happen to share a bill number, re-upload it as a new bill with a different bill number.
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