Frequently Asked Questions

Automated Payables

Automated Payables automates and streamlines the invoice and payment process from beginning to end. From an affordable, cloud-based platform, it gives you command of cash flow by integrating securely with your current accounting software and provides visibility for timely payments. For all electronic payments, remittance details are automatically sent to vendors. It has the ability to use virtual or corporate credit cards to help you earn rebates and cash back.

While business bill pay through BOB Advantage® is convenient, it doesn't provide invoice processing and full control over payments. Automated Payables provides a secure invoicing workflow with customized controls and segregation of duties to protect against fraud — all in one application.

Automated Payables can help you go paperless with your invoice capture and approval processing. You can have vendors email you invoices. Automated Payables then collects the data directly from the invoices — you'll no longer have to scan them. Approval workflows can be customized at the company or vendor level to process payments much more efficiently.

No. Other payment options available are check, virtual card, vendor online portal and manual payment. You can use all or just some payment types and set default payments specific to your vendors. This creates efficiencies and control over all of your accounts payable processes, and provides reporting visibility of your cash flow.

Yes. Other payment options available are check, ACH, vendor online portal and manual payment. You can use all or just some payment types and set default payments specific to your vendors. This creates efficiencies and control over all of your accounts payable processes, and provides reporting visibility of your cash flow.

No. Positive Pay is an optional service that can enhance your current risk management processes by examining checks for fraud. However, using Positive Pay as part of Automated Payables enables you to automatically have your check issue file become a part of the check register that we validate. If there are any checks that don't match the payee, dollar amount, and date that you issued, we'll let you know through BOB Advantage.

Yes. You can use Automated Payables as a standalone service to help streamline your accounts payable processes. You'll benefit from invoice capture, approval workflows, payment approvals and initiation workflows.

Automated Payables provides you with a dedicated email address that you give to your vendors for sending invoices. If you receive paper invoices, you can scan and send them to that address. Automated Payables extracts the header information and line item details. It's an overnight process, but you can enter the invoice information directly, if you choose.

If you have a First Citizens Visa® Purchasing card, you can add card payments to Automated Payables. Visa can assist you in identifying and communicating with your vendors to get broader card acceptance, and continue to help as you add vendors.

Once a vendor is identified as a card-accepting supplier (this is done by Visa and approved by you) then a card payment can be sent. Your vendor receives an email containing the card data needed to complete the payment. Once completed, you'll see the transactions within the service, your card statements, and all rebates or rewards. It's a great way to take advantage of card rewards within your account payables process.

When you send a check payment from Automated Payables, we send your check data, including signature, as part of the setup to Harland Clarke®. The check is then printed and mailed first class to the vendor address in Automated Payables. An email is sent to the vendor to let them know the check was issued. You have the option of sending checks express mail if you need, however additional postage is required.

If you choose to issue ACH payments, we set up the ACH origination for you. You then issue ACH transactions using Automated Payables, or any other delivery channel.

Automated Payables tracks any payment delivery method you choose. If you pay a vendor through their online portal, a manual check or with cash, you can manually enter the payment into the payment workflow for approval and tracking.

Yes. You can make a manual check payment while still taking advantage of invoice capture and approval. The payment approval and workflow would still be part of the Automated Payables process, you would just issue a paper check. The approval and audit trail would be within Automated Payables and your accounts payable software.

Additional Information

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