About the Bill & Pay Integration

Deltek Payments AR automation has partnered with Payroc (formerly i3 Merchant Solutions) Bill & Pay solution to offer Deltek customers an AR automation solution. Ajera's integration with Payroc's Bill & Pay solution provides you with a user-friendly interface that enables you to get paid faster, safer, and smarter.

The Bill & Pay platform provides a unique, modern, and easy way to accept electronic payments through a payment portal that lets clients pay invoices via credit cards, debit cards, or ACH. Your invoicing workflow in Ajera remains unchanged but final invoice information is shared with Bill & Pay and a unique Pay Now URL for each invoice can be included in your email sent to your clients. Your clients simply click the URL in the email to pay the invoice. The Ajera Client Receipt process now includes an option to Get Payments from Bill & Pay. Those payments made by your clients are imported into Ajera and automatically matched to the invoice paid.

During this process Ajera remains the system of record for all invoice and payments, while relevant data is shared with Bill & Pay including a PDF file of final client invoices.

If you run multiple companies in Ajera, you want to create separate Bill & Pay accounts for each company. If you run multiple databases in Ajera, you want to create separate Bill & Pay accounts for each database.

Convenience Fees

If Sync Convenience Fees from Bill & Pay is turned on, convenience fees are imported into Ajera as miscellaneous receipts. When you void a client receipt that had an associated convenience fee, Ajera does not automatically void the miscellaneous receipt created for that convenience fee.

Prepayments

When the option to "Allow payements without an invoice" is turned on in Bill & Pay, additional payments made by a client will sync to Ajera as client prepayments.

These prepayments can be assigned to a specific project in Ajera and applied to client invoices as part of the Ajera prepayment process.

Bill & Pay Workflow within Ajera

  1. Setup account through Bill & Pay.
  2. Enable Integration in Ajera in Setup > Company > Preferences or Setup > Company > Companies.
    • Optionally, Sync Historical to send existing invoices with an outstanding balance to Bill & Pay. This sends the invoice data only and does not include a PDF copy of the invoice.
  3. Add the Pay Now URL fields to Email Invoice Templates to include the link to click to pay.

  4. Add the Pay Now URL field to any Client Invoice based widgets for informational purposes.

  5. In Manage > Client Invoices, the print final invoice process sends invoices with invoice details and a PDF copy to Payroc Bill & Pay. Bill & Pay sends the Pay Now URL back to Ajera.

  6. Pay now URL included in email invoice.

  7. Payment info sent back to Ajera in Manage > Client Receipt > Existing Tab > Get Payments button; a cash receipt is created automatically paying the appropriate invoice.