Digits makes it simple for firms to manage bill pay on behalf of their clients. While you can't approve or pay bills directly, you can upload, prep, and assign them—keeping your client’s AP process running smoothly.
How to Pay a Bill for Your Client
- Go to my.digits.com and log in.
- Choose the appropriate client from your firm dashboard.
- Select Bill Pay from the left-hand navigation.
- Click Upload Bill or drag a file directly into Digits.
Tip: Digits AI auto-scans the file and adds the bill to In Review with pre-filled details. - Click the bill to review and confirm details.
- Edit any fields as needed.
- For new vendors, complete the vendor profile by following prompts to:
- Review vendor info pulled from the bill
- Choose a preferred payment method.
- Add a memo (optional).
- Select an approver (your client) — this step is required for them to receive the bill in their Inbox.
- Click Send for Approval.
Your client will be notified via their Inbox to review and approve the bill.
⚠️ First-time using Bill Pay for a client? Digits may need to verify business details before payments can be processed. This can be actioned either by your client or you can complete the business verification on behalf of your client. Bills can still be uploaded and managed in the meantime. Learn more.
Managing Your Client's Bills
- Go to my.digits.com and log in.
- Choose the appropriate client from your firm dashboard.
- Head to Bill Pay in the left-hand menu.
- You’ll see their bills in a Kanban-style layout:
- In Review: Drafts needing more info, approval, or scheduling
- Pending Approval: Sent to the client for approval
- Awaiting Payment: Approved by the client and ready to pay
- Scheduled & Paid: Payment is scheduled or completed
- Click any bill to open and manage it:
- Edit details (if not paid yet)
- Delete (only if not scheduled or paid)
- Comment to collaborate with your client or teammates
How to Mark a Bill as Paid (External Payments)
If your client paid a bill outside Digits, you can mark it as paid for accurate records:
- Go to my.digits.com and log in.
- Choose the appropriate client from your firm dashboard.
- Go to Bill Pay in the left-hand menu.
- Choose the client and find the bill.
- Click the three-dot menu (top right) > Mark as Paid.
- Select the payment date.
- (Optional) Add a note for bookkeeping.
- Click Mark as Paid.
You can only mark a bill as paid if all required info is filled in. Otherwise, the button will be disabled.
Bill Statuses Explained
- New: Recently uploaded and untouched
- Duplicate Bill: Same vendor + invoice number as an existing bill
- Overdue Bill: Due date is in the past
- Payment Failed: Something went wrong—contact support
- Rejected: Declined by your client; returned to In Review
- Processing: Payment sent, but funds not yet withdrawn
- Scheduled: Approved and queued for payment
- Sent: Paid; funds on the way
- Awaiting Vendor: Paid, but vendor hasn’t claimed funds (Digits Pay only)
Need help managing Bill Pay for your clients? Reach out to our team anytime.