To begin using this feature, you should first understand some basic functionality, rules and permissions for mass action payments.

  • When paying in mass action, it will process the full or any remaining amount on that Purchase Order. You do not currently have the ability to designate partial payments when using mass pay.

  • If you use lien wavers with your payments, the mass pay option does not currently allow you to apply lien wavers in mass action. You'll need to apply your liens to the Bill/PO prior to processing payments in mass.

  • Paying Bills/POs in mass action will not send a bulk email notification. As an example, if you pay 10 POs to a vendor, that means 10 separate emails will go to that vendor and any internal user who has that email notification turned on.

Next, it's important to understand what makes a Bill or PO eligible for mass action payments.


PO --

Eligible

  • PO must be approved.

  • Sub assigned to PO must be active in BT.

Ineligible

  • PO has scheduled payments with dollar amount - including payments billed to QB.

  • PO has QB validation errors.

  • PO has a 'required' custom field.


Bill --

Eligible

  • Sub is added to the job.

  • Sub has an email associated with their profile.

Ineligible

  • Bill has QB validation errors.


These criteria are broken down into two sections:

1. Pay Online

  • This option is used by builders who pay vendors/trades electronically via WePay, powered by Chase.

  • You can use this option in conjunction with your Quickbooks or Xero account.

2. Pay In Full

  • This option is used by builders who simply want to send payments directly to QuickBooks or Xero but don't wish to use the online payment functionality.

  • You can use this option without being linked to one of the accounting integrations (QuickBooks or Xero) to mass action mark Bills/POs as paid.

Pay Online - Purchase Orders must meet these criteria:

  • Approved (manually or by sub)

  • Assigned to a subcontractor that is ACTIVE in Buildertrend

  • Not assigned to a subcontractor that is deactivated or disabled

  • Assigned to a subcontractor with viewing access to the job site

  • Not assigned to an internal user

  • Not voided (If payments are voided, it's eligible. If the P.O. is voided as a whole, not eligible)

  • Not fully paid

  • Do not have any required custom fields on P.O. payments.

  • $5 outstanding balance, minimum.

  • Not assigned to a sub with "Hold Payments" selected in their setup

  • Cannot be a negative P.O.

  • Cannot have a payment request already submitted

  • If a P.O. has unpaid payments created on them, they are also ineligible for mass pay.

Pay Online - Bills must meet these criteria:

  • Assigned to a subcontractor that has at least one email address associated with their account or are active in Buildertrend. Has to be one or the other, doesn't have to be both

  • Assigned to a subcontractor with viewing access to the job site

  • Not assigned to a subcontractor that is deactivated or disabled

  • Not assigned to an internal user

  • Not voided

  • Not fully paid

  • Not assigned to misc.

  • $5 balance, minimum.

  • Cannot be status: Online Payment Failed or Online Payment Declined

  • Cannot be a negative bill.

Pay In Full - Purchase Orders must meet these criteria:

  • Assigned to a subcontractor (active status and job site access does not matter in pay in full)

  • Cannot be a negative balance

  • Not assigned to an internal user

  • Not voided

  • Not fully paid

  • If a P.O. has unpaid payments created on them, they are also ineligible for mass pay.

Pay In Full - Bills must meet these criteria:

  • Assigned to a subcontractor (active status and job site access does not matter in pay in full)

  • Cannot be a negative balance

  • Not assigned to an internal user

  • Not voided

  • Not fully paid


In order to use this functionality you'll need the following permissions:

  • Under Bills/Purchase Orders, a user must have Mark Bill/PO as paid turned on and at minimum View, Add and Edit turned on as well.

  • Users who want to pay in mass need to have Cost and/or Price Viewing on if they want to pay Bills/POs not created by them.

  • Users DO NOT need Delete functionality to mass pay.

Now that you understand the rules and permissions, let's review how to use the Pay in Full and Pay Online options.

Pay in Full

This option is used when marking Bills/POs as paid in mass either with the accounting integration or without. You don't need to have your account synced with QuickBooks or Xero to use this option.

To begin, click on Financials and then Bill/POs

Next, we advise using your filters within the Bills/POs tab to narrow your results. This will ensure the Bills/POs that you want to pay off are eligible for mass pay based on the criteria previously mentioned. You should also consider using custom fields within your POs to help narrow your results based on your workflow and business needs. You can also save your filters to expedite this process going forward.

Once you've filtered your Bills/POs, check the ones you wish to pay.

Then click Checked Actions, then click Pay in Full.

You'll now see the Mass Payment window, then click Details:

Within this screen, you'll be able to identify if the Bills/POs you've selected are able to be paid in mass action. If your payments have failed, you'll need to go back to each individual Bill/PO and correct the accounting validation. The accounting validation pertains to the mapping of your accounting cost codes, subs/vendors and the job to your accounting software.

Next, after confirming that your payments have been validated, you'll be able to enter in an invoice date. Remember that this invoice date will apply to all the payments you've selected.

Entering in an invoice date is not required to process the mass payment.

Lastly, once you've reviewed the payments, click Pay In Full:

You'll now receive a confirmation alert letting you know the payments have been processed:

Pay Online

Now let's walk-through the same process but with the online payment option.

To begin, be sure you have fully read through the requirements for Pay Online which are outlined above. If you'd like more details on our online payment feature, click HERE.

First, check the Bills/POs you'd like to pay online from your list. Remember that filtering your results will help you avoid Bills/POs that are not eligible for this option.

Then click Checked Actions, then click Pay Online.

Next, you'll see the Mass Payment screen which will indicate if your Bills/POs have passed the accounting validation. Look under the Quickbooks column to see which Bills/POs are connected to accounting. If there are any errors, you must go back into each Bill/PO to correct the validation error before you can proceed with the online payments.

You have the opportunity to apply an invoice date to all the Bills/POs you've selected for mass payment. Remember that the invoice date will be applied to all the Bills/POs.

Once you've reviewed your details, click Pay Online in the top left.

Next you'll be asked to choose your payment method, then click Make Payment.

Lastly, you'll be prompted with a Payment Details screen to review the status of the payments you just processed. If you notice a (Failed) status next to a specific payment, you'll need to review the reason and attempt the payment again.

If none of your payments were successful, you'll see this notification. Please check your Online Payment Settings and try the mass payments again.

If you attempted to process your payments without first fixing the accounting validation, ALL of your payments will fail automatically. You'll need to go back to each Bill/PO that failed accounting validation and correct the connectivity issues. Remember, the accounting validation pertains to your accounting cost codes, sub/vendors and jobs being properly linked and synced between Buildertrend and your accounting software.

For comprehensive online learning, please visit the Buildertrend Learning Academy.

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.

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