Set up and use Ramp Bill Pay

Overview

Ramp Bill Pay lets you pay vendor bills without leaving ServiceTitan. Administrators, accountants, and bookkeepers reconcile bills in Accounts Payable, then pay them by ACH transfer or check through Ramp. Payment status updates on the bill itself, so your team can see where every payment stands and reconcile against your accounting software with less manual work.

Things to know

• You need a Ramp account and the Ramp integration to use this feature. Ramp onboarding includes an application, approval, and account setup.

• Accounts Payable must be turned on before you can pay bills. Contact Technical Support to have it enabled.

• You reconcile a bill before you pay it. A reconciled bill cannot be edited.

• Each vendor needs remittance details on file before you can pay them. ACH payments need a bank account and routing number. Check payments need a mailing address.

• Bills that require approval cannot be paid until they are approved.

• A transaction fee can apply, and it depends on the payment method. The fee appears next to the method when you select it, and is added to the payment total as a separate line.

• This feature is available in the United States only.

Best practices

• Add remittance details for a vendor before their first bill comes due, so the payment is not held up.

• Check that the vendor name and bank details match the vendor's records exactly. A rejected routing number stops the payment before it is created.

• Schedule payments for the due date, or earlier when a discount applies, rather than paying everything immediately.

• Review the Unpaid tab regularly. Failed and returned payments stay there until someone acts on them.

• Allow two to five business days for ACH transfers when you plan around due dates.

Use cases

• A controller reconciles a batch of supply house bills on Friday, then pays them all in one payment run.

• A bookkeeper pays a one-off permit fee by check to a vendor who does not accept ACH.

• An accountant schedules a payment for the due date to hold cash as long as possible.

• An office manager pays part of a large bill now and the remainder after the next customer payment lands.

• A controller cancels a scheduled payment the same afternoon after finding a pricing error on the bill.

Get started with Ramp Bill Pay

Complete these steps in order before you pay your first bill.

Step 1: Turn on Accounts Payable

Bill Pay works inside Accounts Payable. If your account does not have the Accounts Payable module, the Payables screens do not appear at all. Contact Technical Support to have it enabled.

Step 2: Onboard to Ramp and enable the integration

Before you can pay bills in ServiceTitan, you must:

• Complete a Ramp application, be approved, and create a Ramp account

• Set up the integration that connects Ramp and ServiceTitan

Your ServiceTitan contact walks you through the integration setup during your onboarding call.

Note: Ramp is the partner that moves the money. ServiceTitan remains where you enter, approve, and track your bills.

Step 3: Add remittance details for your vendors

ServiceTitan sends payments to the details on a remittance record. Each vendor you pay needs one. Add it before the vendor's first payment.

A remittance record holds the Remit To name, the address, a contact, and the vendor's ACH details. It is associated with one or more vendors, so it is kept separately from the vendor record itself.

Tip: You do not need to do this for every vendor up front. If you try to pay a vendor with no remittance details on file, you are prompted to add them.

1. Go to the top toolbar and click Settings.

2. In the side panel, go to Purchasing (or Inventory) > Vendors.

3. Click the Remittance Information tab.

4. Find the vendor in the list, click their remittance record, then click Edit. If the vendor has no remittance record yet, click Add Remittance Information instead.

5. Under Address, enter the mailing address. Checks are sent here.

6. Under Vendor ACH Details, enter the Account Name, Account Number, and Routing Number.

7. When finished, save your changes.

Tip: Check the Associated Vendors list at the bottom of the record before you edit it. A remittance record can serve more than one vendor, so a change affects every vendor listed there.

Note: A remittance record can be Active or Inactive. Turn on Show Inactive Remittance Info to see inactive records.

Note: If a routing number is rejected, confirm the nine-digit number with the vendor's bank and enter it again. No payment is created when this happens.

Pay a bill

You can pay any bill that is reconciled and unpaid. If your account uses approval workflows, the bill must also be approved.

1. Go to the navigation bar and click Accounting.

2. In the side panel, under Accounts Payable, click Bills.

3. Click the Unpaid tab.

4. Select the checkbox next to each bill you want to pay.

5. Click Pay Bills. The Pay Bills window opens.

6. Under Payment Method, select ACH Transfer or Check. Each option shows its processing time and its fee. Click Show More to see all available methods.

7. Under Payment Details, complete the following:

   • Payment Name: required. ServiceTitan suggests a name based on the vendor and date.

   • Payment Date: the date the payment is sent. Format is mm/dd/yyyy.

   • Ramp Payment Account: required. The account the money comes from.

   • GL Account: required. The account the payment posts to. If the account linked to your Ramp payment account does not exist in ServiceTitan, a message appears below this field. Select an existing account to continue.

8. Review the documents in the table. The vendor's credits appear here alongside their bills. Enter a Term Disc. to Apply, and a Credit to Apply up to each credit's available balance. To take a document off the payment, select it and click Remove.

9. Check the summary on the right. The transaction fee is listed as its own line and is added to the total.

10. When finished, click Pay Bills.

Note: You cannot change the amount paid toward a bill. The term discount and credits are the only adjustments available.

Pay several bills at once

Select more than one bill on the Unpaid tab before clicking Pay Bills. Every bill in the payment must belong to the same vendor.

Clean up bills you paid outside ServiceTitan

When Bill Pay is turned on, your existing bills are marked as unpaid. If some of them were already paid another way, mark them as paid so your unpaid queue is accurate.

1. Go to the navigation bar and click Accounting.

2. In the side panel, under Accounts Payable, click Bills.

3. Click Bulk Update Bill Status.

4. Choose how to identify the bills that were already paid:

   • Mark all exported bills as paid. Bills that were sent to your accounting software are marked as paid and removed from your unpaid queue.

   • Mark all bills on or before a billed date as paid. Bills with a date billed on or before the date you choose are marked as paid and removed from your unpaid queue.

5. Confirm the number of bills shown on the button, then click it to apply.

Note: These two criteria are the only ways to mark bills as paid in bulk. You cannot select individual bills for this action.

Track a payment

A tracker at the top of the bill and the payment record shows where the payment is. Every bill also records its payment events in its Audit Trail, including when a payment was scheduled, cancelled, or completed.

To see payments grouped by status, go to Accounting, then click Payments in the side panel under Accounts Payable.

A payment carries one of these statuses:

• Scheduled: The payment is set up but has not been sent yet. You can still cancel it.

• Processing: The payment has been sent to the vendor.

• Paid: The vendor has received the payment.

• Canceled: The payment was cancelled before it was sent.

• Failed: The payment did not go through. Check the reason on the payment, correct it, and pay the bill again.

A bill stays in the Unpaid tab until its payment cycle finishes. That includes bills that are:

• Not yet scheduled for payment

• Scheduled for payment

• Processing or in transit

• Partly paid

• Failed or returned

• Paid by a check that expired or was voided before it was cashed

A bill moves to the Paid tab only once the payment completes. For ACH, that means the funds reached the vendor's account. For a check, it means the check was cashed.

Cancel a payment

You can cancel a payment while its status is Scheduled. Once it moves further along, it cannot be cancelled.

1. Go to the navigation bar and click Accounting.

2. In the side panel, click Payments.

3. Click the Scheduled tab.

4. Click the payment you want to cancel.

5. On the payment record, click Cancel Payment.

6. At the popup, click Cancel Payment.

Note: If a payment has already been sent and needs to be stopped, or if you believe a payment was fraudulent, unauthorized, or duplicated, contact Technical Support.

Export payments to your accounting software

A payment appears on the Batch and Export transactions screen once it is processing. If auto-batching is turned on, the payment is added to a batch on your usual cadence.

In your accounting software you can see the payment amount, date, method, vendor, and the bills it covers.

Note: Once a payment is batched or exported, it cannot be edited.

For general instructions on batching and posting, see Batch, post, and export transactions.

FAQs

Want to learn more?

• See Understand Accounts Payable

• See Understand bill statuses

• See Create payments for bills

• See Batch, post, and export transactions

• See Set up and use Ramp Expense Management

• Visit the ServiceTitan Academy to enroll in Accounts Payable in ServiceTitan