Find answers to common questions about Buildertrend Payments, including setup details, troubleshooting and payment timelines.
What payment methods are accepted through Buildertrend Payments?
Buildertrend Payments accepts the following:
Credit & Debit Cards – Visa, Mastercard, and Discover are accepted.
American Express is not accepted through Buildertrend Payments.
Digital Wallets – Apple Pay and Google Pay.
If using Apple Pay/Google Pay, please note that we will still not accept an American Express card through this method.
ACH Bank Transfers – Securely transfer funds directly from a bank account.
Buildertrend Payments | Paying Subcontractors
I am receiving an instant verification error. Why is this?
When using a Chase Bank account, you need to use the Manual Verification method to make payments. If you try to use the Plaid method and make a check payment, the checks will bounce and you will receive an instant verification error.
Am I eligible to use this service to pay my subcontractors?
You’re eligible to make payments to your subcontractors through Buildertrend Payments if you’re located in the U.S. and have the necessary privileges through your current Buildertrend package.
How much does the service cost? How will I be charged?
The service is paid for by you as the contractor and is free for subs receiving payments. The cost for each transaction is $1.49.
You’ll see these charges alongside your standard Buildertrend subscription. These fees will be charged monthly even if you pay your main subscription on an annual basis. You can view this subscription fee on your Subscription Management page. You’ll be billed at the end of each billing cycle for the transactions accrued during the previous month.
Where can I view my subscriptions and payment settings?
You can view your billing subscription on your Subscription Management page by going to Setup and clicking on Manage Subscription. To view your payment settings, go to your Online Payments Setup page.
Will all email addresses tied to the account be notified of payment or how does it know which email to send the notification to?
For security purposes, payments will only be sent to one recipient. When you make a payment, you’ll select one of the saved email addresses associated with your subcontractor. You can also enter a new email address if you don’t have the one you need saved.
Who will show as the sender for e-check emails?
E-checks will show no-reply@buildertrend.com as the sender, but your company’s name will display as the forwarding email address. The subject line will read. “(Your company name) has sent you a payment.”
What does the email my sub receives look like?
Can I edit the memo line on the e-check?
Yes, you may edit the memo line. Without change, it is defaulted to show the numbers associated with the payment.
The memo line has a 2,054-character limit for e-checks, and a 180-character limit for printed checks. If the memo is longer than 180 characters, a URL will be included on the printed check, so your sub can reference the full memo online.
Do my subs have to be active in Buildertrend to receive payments?
No, an invitation and activation into Buildertrend are not required. All that is needed is an email address and a job assignment to their profile to receive payment.
Do my subs have to do anything on their end to get set up?
No, your subcontractors don’t need to take any action on their end to receive a payment.
Can I set the check numbers I use?
Yes, you can set a starting check number for each bank account, and subsequent checks will be numbered automatically from that point.
Is there a limit to the amount I can send per check?
Yes, the limit is $150,000 per check.
What type of payments can I make (i.e. single, bulk, etc.)?
You can make individual payments one at a time by viewing a specific bill and selecting Pay and then Pay Online. Alternatively, you can make bulk payments using the checked actions option on the Bills page. If you choose this option, we’ll sum all the bills based on their assignments and send a single payment to each subcontractor.
How quickly will my subs receive their payments?
Deposit options depend on the subcontractor's choice:
E-checks are typically sent immediately. (This could vary by bank)
Self-printed checks can typically be deposited immediately. (This could vary by bank)
Mailed checks are sent via USPS and may take 3 to 14 days to arrive.
How do I stop or recall a payment if it’s incorrect?
If you void a bill that has a pending payment, Buildertrend will automatically void the payment as well.
However, if the payment is already processing, we recommend contacting your bank to issue a stop payment. This is the most reliable way to prevent a duplicate or incorrect payment from reaching your subcontractor.
How long are the e-checks good for?
During signup, you can choose a check expiration period of 30, 60, 90, or 180 days. If the recipient hasn’t accepted the payment via print or mail within that timeframe, Buildertrend will automatically expire the payment.
Note: Buildertrend cannot prevent a check from being cashed once it has been printed. Although the expiration date appears on the check, you must contact your bank to issue a stop payment if needed.
Where can I see my payment history?
You can view all your payments in the Online Payment Report. To see the payment history for a specific bill, select Bill Details.
Builders can also resend payment notifications from the Payment Details screen.
What are the definitions of the various payment and bill statuses?
Bill Statuses
Open – The bill has been created, but no payments have been made.
Ready for Payment – The bill is marked as ready for payment, but no payments have been made.
Online Payment Processing – The subcontractor has selected a payment method, and the payment is in process.
Paid – The check has been printed or mailed, depending on the subcontractor’s selected payment method.
Payment Statuses
Sent – The payment has been sent, and the subcontractor was notified via email.
Processing – The subcontractor has selected their preferred payment method, and the payment is in progress.
Complete – The check has been printed or mailed to the subcontractor.
Void – The payment was voided. The bill returns to “Ready for Payment,” allowing you to issue another payment.
Failed – The payment failed to process. The bill returns to “Ready for Payment,” so you can attempt the payment again.
How do I reconcile payments made through Buildertrend Payments?
Details for reconciliation can be found in both the Online Payments Report and the Bill Payment details section on each bill.
Online Payments Report includes:
Check number
Direct link to the bill
Bill Payment details include:
Check number
Recipient information (subcontractor’s name, email, and phone number)
Internal user who sent the payment
Bank account the payment was made from
Memo or description
Full payment history
How do my subs reconcile payments made through Buildertrend Payments?
Details for reconciliation can be found in both the Online Payments Report and the Bill Payment details section on each bill.
Note: Active subs will see the same payment data, excluding builder-specific details like the bank account used for the payment.
In addition to these reports, subs can also reference the original payment confirmation email, which includes the selected payment method (printed or mailed check) for reconciliation records.
Can I make payments from my mobile device?
No, payment functionality is not available on the mobile app. However, you may access Buildertrend Desktop from your mobile browser.
Can my subs receive payments from their mobile device?
Yes, subcontractors and vendors can deposit funds from their mobile device by selecting the appropriate deposit option directly from the email when opened on their mobile device.
Can my subs set up automatic deposits?
No, automatic deposit is not available. Deposit options must be selected per e-check.
How do I add a bank account to make a payment?
Navigate to Online Payments Settings, located within your Company Settings. Under "Pay" click Add Bank Account.
Most bank accounts can be verified using Plaid’s instant account verification. If your banking institution is not available for instant verification, you can use Plaid to verify your account using micro deposits.
Why can’t I add a new payment method when I’m in the process of paying a bill?
For your security, we only send payments after a bank account has been fully verified.
How many bank accounts can I add?
There’s no limit on the number of bank accounts you can add.
What security measures are in place to keep me and my sub’s financial information safe?
Read more about Checkbook’s security in this help article.
How to I sign up for sending payments through Buildertrend?
Sign up for Buildertrend Payments by navigating to the Additional Services tab within your Buildertrend account.
Who on my team can make a payment?
Internal users with the permission to "Mark Bill/PO as paid" may send a payment. Account Admins may adjust permissions, or create a custom role to create a role with a specialized permissions
How will these payments show up on my bank statement?
Depending upon how the subcontractor or vendor deposits their funds, your bank statement may show either of the following:
Credit: "Checkbook Inc - BUSINESS <sender name> <description>"
Debit: "<recipient name> - BUSINESS Check <#> <description>"
Printed Checks: This will appear on your statement just like any handwritten check
Note: It is at the bank's discretion whether they choose to include this information. Please contact your bank with any questions.
How do I use a vendor credit?
Vendor credits are only applicable when integrated with an accounting service like QuickBooks Desktop/Online or Xero.
If connected, the credit must be applied within the accounting software. When a payment is sent from Buildertrend, only the remaining balance will be paid.
Buildertrend Payments | Receiving Client Payments
How can I apply for Buildertrend Payments?
You’ll need to provide your company information (legal name and DBA, if applicable), legal structure (LLC, Inc., etc.), physical address, personal information, and deposit account details.
In addition, you may be required to submit the following documents:
Profit and loss statement showing commercial performance for the last 6 months
Articles of Incorporation
Driver's license
Business tax returns
Personal utility bill
Balance sheet
Cash flow report
Bank statements for the last 3 months
The application review typically takes 2-4 business days if no additional documentation is requested. Our team will notify you of your approval and processing limits after the review.
Why does your team need to see my banking and financial statements?
As a payment service provider, we must comply with federal and state regulations. We have a fiduciary duty to evaluate our clients’ creditworthiness, which means we assume legal and financial risks by adhering to industry-standard underwriting policies. Failure to comply with these regulations can result in fines, penalties, and potential legal consequences.
Can I be approved for Buildertrend Payments without sharing my financial documents?
Yes, this process can vary by business. In many cases, applicants are approved without needing to provide extra documentation. However, there are situations where we require verification through KYC (Know Your Customer), KYB (Know Your Business), or financial data like bank statements or tax documents.
In these cases, approval will be paused until the necessary validation documentation is submitted.
Are there any monthly fees or yearly contracts?
No. Our integrated payments platform has no monthly or annual fees, Buildertrend Payments is priced on a per transaction basis.
What are the credit card processing fees?
2.99% fee for all credit cards
You do have the ability to pass these fees on to your clients.
$15.00 flat fee for ACH payments
Do I have to accept credit cards?
You can disable credit cards as a payment method. However, with our lower industry pricing, credit cards are a great option for smaller invoices.
Can I build in credit card fees for my customers to pay?
You can add a line item on a Proposal or Estimate, such as "finance fees," to help offset credit card costs.
Disclaimer: Buildertrend does not provide legal guidance on surcharging or fee-passing practices.
It is your responsibility to ensure compliance with all applicable local, state, and federal laws regarding credit card processing fees.
Please consult your legal or financial advisor to confirm whether passing fees to clients is permitted in your jurisdiction.
What are Micro Deposits?
Micro deposits are a way for you to verify your bank account when signing up for Buildertrend Payments. This will be a $0.01 deposit made 1-2 days after a bank account and routing number is manually entered.
What are the payout times? How quickly can I get my money?
We process and send all our transactions for settlement within 2-4 business days, however each bank may have their own requiremtns that impact when funds deposit to your account.
If payment is made outside of business hours, payment will begin processing the next business day.
Are there limits to the size of payments that I can receive from my clients?
We limit client payments to $120,000 per transaction. For invoices exceeding this amount, we recommend splitting them into multiple smaller payments.
This limit does not prevent you from issuing invoices for amounts over $120,000.
Are there restrictions on how much volume I can process within a month?
Every builder on Buildertrend Payments has a monthly processing limit. Monthly limits are determined at sign up during credit underwriting and will be communicated to you accordingly.
How will I know how much of my monthly limit I have utilized?
You can track your utilization with the banner at the top of the Invoices page, which shows your total amount processed and available for the calendar month across all active jobs.
Additionally, you can view this from your Online Payments Settings located in Company Settings.
You'll also receive email alerts when you reach 50% and 100% utilization for the month.
What happens when I reach my monthly limit?
If you reach your monthly Buildertrend Payments limit, the option to pay online will be disabled for any invoices you release.
However, there are alternative methods for receiving payments and tracking them in Buildertrend. To explore the best solutions for your business, please schedule a session with your Financial Services Specialist for complete training. Clients will receive a message on their invoice instructing them to contact you for payment instructions.
How secure is bank and merchant processing behind Buildertrend Payments?
In addition to being a global Payments Service Provider (PSP), Adyen is also a global banking institution. Since March 2021, Adyen's U.S. payment service has operated under its federally insured U.S. bank charter (FDIC).
Adyen Bank is a registered agent with the Card Networks (Visa, Mastercard, Discover, American Express) and operates under their rules and regulations as a Bank Sponsor. This formal registration type assigns Adyen Bank ultimate responsibility over its sub-agents.
When can I expect my 2024 1099-K?
Our third party partner, Adyen, will ship by Jan. 31, 2025. These forms are sent to your provided address at the time of onboarding. If you do not receive your 1099-K by Feb. 7, 2025, Buildertrend can collect a digital copy for you. Please reach out to your assigned Customer Support specialists, and we'll share as soon as we can.
Why am I receiving a 1099-K?
Our third party partner, Adyen, is required to file 1099-K forms for all transacting clients with a gross volume at or above the federals threshold of $5,000 each calendar year. We recommend you refer to IRS documentation and/or your accountant who can assist on how utilize your form when filing taxes.
At your state level, thresholds can vary.
Processing fees, refunds, and chargebacks are not deducted from the figures reported on your 1099-K.
1099-K and 1099- NEC/ MISC are not the same form. 1099- NEC/ MISC are not provided by Adyen, so if you anticipate you are in need of one please discuss with your accountant.
I don't think the information on my 1099-K is correct, can you help?
While we are not tax professionals, we can work alongside Adyen - our third party partner - to review and determine if there is a discrepancy. Please reach out to your assigned Customer Support specialists, with the error in question and documentation for investigation, and we'll be in touch as soon as we can.
ACH Returns & Credit Card Chargebacks
How are ACH and Credit Card Transactions processed?
ACH Transactions
An ACH transfer is an electronic transfer of funds from one bank to another over the Automated Clearing House (ACH) network, governed by the rules of the National Automated Clearing House Association (Nacha).
Transactions processed through the Buildertrend platform are received within 2 to 4 days after the client initiates the transaction.
Credit Card Transactions
A credit card transaction is an electronic transfer of funds from one bank to another over the card networks, governed by the rules of each card network.
Credit card transactions are processed through multiple institutions, with each network participant having a role in getting you the funds, ensuring security of the transaction, and monitoring for fraud and compliance.
Unlike ACH, these transactions tend to settle more quickly, allowing merchants to know if the transaction will be processed almost instantly when payment is initiated.
Chargebacks vs ACH Returns: What's the difference?
ACH Returns
An ACH return happens when a client’s bank returns a transaction due to issues like insufficient funds, incorrect account information, or a client disputing the transaction as unauthorized.
Unlike chargebacks, ACH returns cannot be directly disputed, and a transaction that has been returned may be reinitiated or dishonored only in limited circumstances (e.g., a transaction may be reinitiated where the reason for the return has been remedied or a return may be dishonored where the return was a duplicate).
Just like chargebacks, in the event of an ACH return, Buildertrend will debit your bank account or hold incoming payments within 2-4 business days for the returned amount.
Chargebacks
A chargeback occurs when a client disputes a credit or debit card transaction, up to 120 days after payment, prompting the card issuer to reverse the payment.
In such scenario, you’ll have the opportunity to dispute the claim, but the money is often immediately withdrawn from your account until the issue is resolved.
Buildertrend will debit your bank account or hold incoming payments within 2-4 business days for the charged back amount. You will then decide whether to pursue this dispute or accept the chargeback meaning the client will keep the funds debited.
If you decide to pursue the dispute we will request documentation arguing against the client’s claims.
What reasons would an ACH or Credit Card transaction be rejected or disputed?
ACH Returns
There are various reasons that an ACH transaction could be rejected, but the most common reasons we see are:
Client account details were entered incorrectly (name, account number, address).
The client’s account has insufficient funds.
When this happens, our team is notified and will reach out to you directly to help resubmit the payment or help capture payment another way.
Chargebacks
When it comes to credit cards, we receive almost an instant response from the card issuer as to whether or not the transaction will be processed.
There are many reasons clients can dispute card charges. Some of the most common we see in the construction industry are:
Product/Services not received.
Product/Services quality concerns.
Unrecognized charge.
How do I get my client to resubmit payment after receiving an ACH Return or Chargeback?
Following the return or chargeback, the Buildertrend invoice will return to a “Pending/Released” status. Your client can repay using the same method as before.
To notify the client, you can leave a comment on the invoice if they are active. You can also resend the invoice to trigger a new notification.
If you are integrated with QuickBooks:
The paid invoice will be automatically deleted when a chargeback is received.
How are ACH returns and Credit Card disputes handled?
ACH Returns
Under the Nacha rules, ACH returns cannot be directly disputed, and Buildertrend and its banking partners must honor any ACH return that we receive with limited exceptions.
When an ACH return occurs, we will debit your bank account or hold incoming payments within 2-4 business days for the returned amount. However, we will work with you and the client to try to work out a way to reinitiate the transaction or otherwise recoup funds from their bank, if appropriate.
Chargebacks
Under the credit card network rules, clients may file disputes for many reasons, and most of those we encounter are listed above. Here is what happens when card disputes are initiated by a client:
The client’s credit card issuer pulls the funds back from your account.
This amount may be deducted from incoming payments or debited from your bank account until the balance is covered in full, whichever will provide quickest recovery.
This is required per card network rules, as this provides a temporary credit to the client, until there is a final outcome on the dispute. Please keep in mind that the final dispute outcome is controlled by the client’s credit card issuer, not Buildertrend or our banking partners.
Once a chargeback has been initiated by the cardholder, you can decide whether to dispute the chargeback. If you choose to dispute the chargeback you will need to provide evidence to us demonstrating that the charge to the client was validly made.
Additional things to keep in mind regarding chargeback disputes:
On average, a chargeback can take 45-60 days to resolve once all dispute documentation is provided, and Buildertrend cannot speed up the process.
Once a chargeback dispute is submitted, we cannot typically add additional evidence. You need to send everything you would like to submit the first time.
Our payment processor and their banking partner will review and submit your response to the chargeback to the card issuer.
The issuer will review your response and make a final call on the chargeback dispute and notify the client of its decision.
If you dispute and win the chargeback, the funds will be returned to you.
If the dispute is found in favor of the client, the debit on your account is permanent and the client is refunded. Either way, we will notify you promptly of the outcome of the dispute and next steps.
Will I be notified that a client disputed a transaction?
When a dispute has been made by the client, you will receive an email from Buildertrend informing you of the dispute and why.
Example of ACH Return email:
Example of Chargeback email:
How long is the client allowed to file a dispute after the original transaction?
ACH Returns
ACH transactions can be disputed by clients up to 60 days after the original payment.
Chargebacks
Credit card network rules generally allow up to 120 days after the transaction date for a card transaction to be disputed, but this may vary by card issuer.
Are there fees associated with ACH returns or Credit Card chargebacks?
At this time, there are no fees for you associated with chargebacks received on your account.
However, it’s important to keep in mind that chargebacks can still impact your business by potentially resulting in lost revenue.
Can I speak to someone at Buildertrend regarding my dispute?
Yes, of course! If a dispute is filed, you can reply directly to the email address that will notify you of the claim and a specialist will be able to assist you.
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.