Overview
Extend gives you the ability to pay invoices with bill pay by creating virtual cards as a form of secure payment for your vendors. To use this feature, you must have a registered account or a budget in Extend.
To Pay an Invoice
Follow along with our step by step instructions below.
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Click Create New and select Pay an Invoice to create a single Bill Pay card or select Pay Multiple Invoices CSV to create multiple Bill Pay cards.
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Next, enter the name of the vendor for whom the virtual card is for. Fill out the recipient and invoice details, explained below.
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Select where you want the card to be sent. You may choose to send to the vendor directly, or to create the card for yourself.
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Vendor: Extend will securely send the card details via email directly to the vendor so they can charge the card for invoice payment.
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Yourself: Extend will send the card to you so that you can complete the invoice payment at your convenience.
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Account: Select a registered card account or budget to fund the virtual card.
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Invoice Number (optional): Enter the unique number assigned to your invoice. You may enter more than one invoice number, if needed.
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Invoice Date (optional): Enter the date listed on your invoice.
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Invoice Amount: This is the amount that will be available on the virtual card to be charged for invoice payment. The invoice amount cannot exceed the limit of the funding card account or budget.
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Active Until Date: This date indicates when the bill pay card will no longer be valid for payment. After this date, the card will become inactive and will not be chargeable. It is distinct from the card expiration date.
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Additional optional fields:
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Tag the card with expense categories.
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Add notes.
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Upload the invoice file(s). If you upload an attachment, it will be included if you send the card directly to the vendor.
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Once you confirm the details, select Create. If you choose to Create and Share with Vendor, the vendor will receive an email with a secure link to access the payment details.
When a vendor charges the card, you will see a record of the transaction in the Expenses section under Transactions.
You can update the invoice details, active until date, attachments, and / or notes at any time. See Updating bill pay cards to learn more about how to update existing virtual cards.
*Note: Virtual cards are only available to select issuers
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Looking for a quick way to prep your vendors for the new payment method? Our customizable template (below) gives you everything you need to get them up to speed.
Dear Valued Supplier,
We have recently undertaken an initiative to convert our vendors from manual paper check payments to a credit card payment process or virtual card process. The goal of this program is to simplify the payment process, reduce the use of paper, and accelerate our cash flow.
Once your invoice is received, we will process and set up for payment through our Company Corporate Card. Upon approved invoice we will provide you the following:
- 16 digit credit card number
- Expiration date
- Security Code
- Total dollar amount of invoices to be paid
The payment information will be sent to you via email or phone or Extend Bill Pay with virtual cards and processed as a credit card transaction, decreasing the time to issue a check, mail it, and process it on your end. This method will allow you, our valued supplier, to be paid faster with less processing steps on your end as well. No longer will there be a need to deposit a check and wait for the funds to clear.
Best regards,
[Contact Name]
[Title]
[Company Name]
Vendor Name (please include any DBA):
Contact:
Title:
Email address where card information is to be sent:
Phone Number:
Do you charge any fees for credit card transactions? Y N if “yes”, fee amount:
Is there a maximum amount that can be paid by credit card? Y N if “yes”, how much: