Using Digits

Paying bills has never been easier with Digits bill pay. Follow the steps below to change the way you manage your accounts payables (AP) process.

How to pay a bill with Digits

1. Head to my.digits.com to get started
2. Select Bill pay from the left hand navigation panel
3. Select "upload bill" or simply drag a bill from your computer onto Digits. Digits AI will scan the bill and automatically input all the details from the shared file and put your bill into the "In review" column.
4. Click the bill to review and verify the details and queue up for payment.
5. Verify the automatically input details or update the information as required.
   • If it's a new Vendor – you will be prompted to complete a new vendor profile. Select "complete vendor profile" and follow the prompts to verify the details automatically pulled from the invoice itself. You can also select a specific payment method for each vendor.
6. Add a memo to the bill for your bookkeeping records and reference.
7. Select an approver (if one exists), or select no approver.
8. Click Approve or Send for Approval.
9. Once approved (if required) - click submit payment.
10. Your bill is now approved and scheduled to be paid.
    
    

Reminder - if this is your first time using Digits bill pay, we will need to verify some details about your business. You can continue to use Digits and enter bills but payments will be held until you complete the verification process. Learn more here 

Managing your bills

1. Head to my.digits.com to get started
2. Select Bill pay from the left-hand navigation panel
3. Here, you will see all of your company's bills sorted into a Kanban-style view, with the state of each bill indicated.
   1. In Review – These are bills in a draft state that have not yet been sent for approval, or scheduled for payment. These still require further action (whether it be updating details, setting an approver, or scheduling for payment)
   2. Pending Approval – These bills have been sent to the designated approver, and are awaiting approval in order to be scheduled and sent for payment. Bills can be rejected by the designated approver and will be returned to the "In Review" state if they've been rejected. 
   3. Awaiting Payment – These bills have been approved (if required), and are ready to be paid. Simply click into these bills and select "pay" in the top right.
   4. Scheduled & Paid – These bills are scheduled to be or have been paid.
4. Click into the bill you'd like to manage. Depending on the state of each bill, your options may vary 
5. Here you can:
   • Adjust bill Details – If you need to edit the details (including the payment method to be used), you can navigate to the bill and edit accordingly. This is only available to bills that have been scheduled or submitted for payment. 
   • Delete the bill –  If you need to remove a bill from Digits, head to the appropriate bill and in the upper right hand corner, select the trash icon. This is only available for bills that are not in the scheduled & paid state.
   • Collaborate and discuss with your team – You can collaborate with your teammates directly on the bill to ensure all context and details are shared across relevant stakeholders. Simply head to the appropriate bill, and on the right hand side toggle to the comment view and discuss as needed.

Understanding bill status

• New – Indicates a newly uploaded bill to the system that has not been edited or reviewed. 
• Duplicate Bill – Digits system has identified this to match a bill already entered into the system due to a matching vendor name, and invoice number. These bills will remain marked as duplicate until all bills for a particular vendor have a unique invoice number.
• Overdue Bill – A bill is marked overdue when the the current date is past the Due Date field from the bill details.
• Payment Failed –  When a payment attempt has failed. Please reach out to support if you are unable to resolve why the payment could not be processed. 
• Rejected – When a bill has been rejected by the designated approver. These bills will be sent back to the In Review state. 
• Processing – Indicates a bill payment has been sent and is being processed but has not yet left your account.
• Scheduled – Indicates a bill is approved, and scheduled for payment to be processed on a specific date.
• Sent – Indicates a bill has been paid and the money is still being processed from Digits to be deposited to the vendor's designated account.
• Awaiting Vendor – When the bill has been paid, but the vendor has not yet claimed the funds from Digits. This only applies when you are using Digits Pay.

If you have any further questions or need assistance with paying bills through Digits, feel free to reach out to our team for help.