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Managing Bills for Your Client

Digits makes it easy to manage bill pay on behalf of your client. While you can't approve or pay bills directly, you can upload, prep, & assign them, keeping your client’s AP process running smoothly.

First-Time Setup Note

Note: Payments require business verification. Your client can complete it, or you can complete verification on their behalf (with authorization). You can still upload and prepare bills while verification is pending.

You can still upload and manage bills while verification is in progress. Once approved, any ready bills will process automatically—no re-entry needed.

1

Upload and Prep a Bill

  1. From your client's dashboard, click Bills in the left navigation menu.

  2. View all bills in a Kanban-style layout:

  • In Review – Drafts needing info, approval, or scheduling

  • Pending Approval – Sent to your client for approval

  • Awaiting Payment – Approved by your client, ready for payment

  • Scheduled & Paid – Payment has been scheduled or completed

  1. Click Upload Bill or drag a bill file directly into Digits.

Tip: ✨Digits scans the file and pre-fills details. The bill appears in In Review.

2

Review and Complete Details

  1. Click the bill to confirm or update the details (date, amount, vendor, memo).

  2. If it’s a new vendor, complete the profile by following the prompts to:

    • Review detected vendor info

    • Choose a preferred payment method (ACH, Check, Digits Pay)

3

Send for Approval

Only clients can approve and pay bills, but you can prep everything for a smooth handoff.

  1. Click the bill to confirm or update

  2. Select an Approver (required for sending to Checklist)

  3. Click Send for Approval

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Note: When you select an Approver, Digits uses it as the default for all future bills. You can update the approver on each new bill or change the default anytime in Settings → Bills.

4

Client Approves & Releases Payment

  1. Your client receives the bill in their Checklist with all the details you prepared.

  2. The client can review, edit, or approve the bill.

  3. Digits moves the bill to Awaiting Payment, then to Scheduled or Paid once the client completes payment.

Frequently Asked Questions

How does my client get notified about a bill?

Once you click Send for Approval, the bill appears in your client’s Checklist under Bills & Invoices. They’ll receive a notification prompting them to review and approve.

What if my client pays the bill outside Digits?

You can update the status by opening the bill, clicking the menu in the top right, and selecting Mark as Paid.

What if a bill is flagged as a duplicate?

Digits compares the vendor name + invoice number. Review the draft and remove duplicates if needed.

Payments Pricing FAQ

See: Digits Pay Pricing

Can I delete or cancel a bill payment?

Once a bill payment has been submitted, it can't be deleted or cancelled in Digits because the funds are already in flight. If you need to stop a payment, contact Digits Support at [email protected] and we'll help resolve it.

How long does it take for a bill payment to be delivered?

Processing times depend on the payment method you choose:

  • ACH — 2–4 business days

  • Check (printed & mailed via USPS) — 7–10 business days

Does a bill get booked to one category or split by line item?

Bills in Digits support multiple line items, and each line item can be assigned its own category. If a line item doesn't have a category assigned, it falls back to the bill-level category. This means your bookkeeping stays accurate at the line-item level, even if the bill covers multiple expense types.

To split a bill across categories, click Split Line Items when viewing the bill and assign a category to each line.

Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support