Bill Pay

Bill Pay is where you enter a bill you owe a vendor, contractor or grantee, so it can go through your approval process before any money moves. Upload the invoice and Mezzanine fills in most of the form for you.

You’ll find it in the sidebar under Send Money → Bill Pay. The page is described as Bills you owe, from draft through to paid.

Why use it

• Nothing is paid on one person’s say-so. A bill starts as a draft. It only moves toward payment once it’s published and approved under the policy you chose.
• Less retyping. Upload the invoice and the amount, invoice number, dates and description are read from it. Typos in an amount are how overpayments happen.
• The paperwork stays with the payment. The invoice and any other documents are attached to the bill, so approvers and auditors see what was paid and why.
• You see whether you can afford it. If the account you pay from holds less than the bill, you’re warned before you save.

How it works

1. You enter the bill. Upload the invoice or fill in the form, choose who you’re paying and which account pays.
2. You save it as a draft. It appears on the DRAFTS tab of the payments list. Nothing has been sent.
3. Someone publishes it. Publishing submits the draft for approval.
4. Approvers approve it, as the policy on the bill requires.
5. It’s signed and sent. See Approve, sign and send a payment.

For the click-by-click version, see Pay a vendor invoice.

When to use it

• A vendor sends you an invoice.
• You owe a one-off payment to anyone outside your organization.
• You pay the same person on a schedule. Switch the form to Recurring Payment. See Recurring Payments.

To move money between your own accounts, use Internal Transfers instead.

Using the page

The page is a form. Fields marked with * are required to save the draft.

Upload an Invoice. Click Upload Invoice to have the details read from a PDF, PNG or JPG. Or skip it and fill in the form yourself. If the invoice holds contact or bank details that aren’t in your contacts yet, you’re offered the chance to save them (see Good to know).

Payment Details

Field	What to enter
One Time Payment / Recurring Payment	Leave on One Time Payment for a single bill
Due Date	When the bill is due. Optional
Payment Method *	Wire, ACH, or a network such as Ethereum, Base or Hyperliquid
Amount *	The amount to pay
Asset *	What you pay in. The choices depend on the method: USD for Wire and ACH; USDC, USDT, USDe, ETH or ENA on Ethereum and Base; USDC or HYPE on Hyperliquid
Category *	Your organization’s category for the payment
Policy *	The approval policy the bill goes through
Status Tag	Shown only if your organization has set up tags. Optional
Description *	What the payment is for
Invoice Number, Invoice Issuance Date	From the invoice. Optional
Agreement	The agreement this bill falls under, if any. You can type a new agreement ID to create one. Optional
Documents	Click Add Document to attach a file or a link

Pay from is the account the money leaves. Pay to is who you’re paying and the account it goes to. Each has an optional Contact below it. If the account you need isn’t listed, choose Add account in the list.

Click Add Pending Payment to save the bill as a draft.

Actions at the top right takes you to Add Bill Payment or Add Internal Transfer.

Good to know

• Saving doesn’t send anything. A saved bill is a draft until someone publishes it and it’s approved.
• You can save without a payer or payee, but you can’t publish. On the DRAFTS tab, a draft missing either shows a warning, and Publish stays greyed out with Cannot publish: missing … listing what to fill in.
• Invoice uploads are limited to PDF, PNG and JPG, up to 10MB. Every file is scanned for safety before it’s read.
• Check what the upload filled in. It sets the amount, invoice number, dates and description, and matches the vendor where it can. It doesn’t choose the payment method, asset, category or policy. The description it writes includes the counterparty and paying party names and addresses from the invoice; edit it if that’s more than you want.
• Saving new contact details from an invoice. A window titled New Contact Information Detected walks through Business, Contact and Account. Untick anything you don’t want, then Save Changes, or Skip to fill in the form without saving them. Closing it with × leaves the form unfilled.
• Warnings don’t block you. If the paying account holds too little, you see Insufficient balance: …. If you pick a bank account for a crypto asset (or the reverse), you’re told the payment cannot be executed that way and should only be used if it settles through that account off-platform. Read these before you save.
• Changing the payment method can clear an account. If a chosen account doesn’t work with the new method, it’s cleared and you see Account was cleared because it is incompatible with the selected payment method.
• Categories, tags and policies come from your organization’s payment settings. If a list says No categories available or No policies available, ask an admin to add them.
• Unverified wallets are flagged. If the vendor’s wallet hasn’t passed wallet verification, whoever approves, signs or executes the bill sees a warning and must acknowledge it to go ahead.

Who can use it

To…	You need the permission
Open this page and save a one-time bill	View outgoing transfers and Propose bill payments
Publish a draft bill	Propose bill payments
Save a recurring bill	Manage recurring payments, as well as the two above

The page needs the Approve Payments app installed in the App Library.

Without View outgoing transfers, the page says You can’t view payments. Without Propose bill payments, it says You can’t create this payment. Both let you request the missing permission.