Using Accounts Payable, you can pay most of your business bills. You can pay via Capital One Business card, ACH bank transfer, or other debit cards - even if your vendor only accepts paper checks or bank transfers.
This article explains how to create and pay a new bill in Accounts Payable step-by-step.
It contains the following sections:
How does it work?
The entire process can be described in 3 steps:
1 - Create a new payment/bill or open a saved bill.
2 - Choose how you'd like to pay: Capital One Business card, bank account (ACH), or another debit card.
3 - Choose how your vendor receives the payment. We pay vendors on your behalf with a bank transfer (ACH), virtual card, or a mail-delivered paper check. You get to choose how you would like your vendors to receive payments.
First Time Making a Payment?
Your first payment might take 3–5 minutes to set up. You’ll be asked to:
- Add your business information
- Set your preferred payment and delivery methods
Once completed, future payments will be much faster.
Creating and paying a new bill
1 - Log in to Accounts Payable.
2 - Select + New Payment. This button will always be at the top right of the Pay dashboard.
You can also select Create a bill in the Bills tab. Both options lead to the Bill details screen.
Please note: You can upload the bill file instead of submitting the bill details manually. For this, select Import bills → Upload invoice file.
- We accept PDF, JPEG, JPG, and PNG files up to 10MB
- Your uploaded bill will appear on the left side of the Bill details screen.
- We will scan the file and automatically fill in the information into the relevant fields. You can edit it if needed.
- Use the Replace button to upload a different file or the Delete button to remove it.
3 - Enter the bill details.
Required fields:
- Vendor’s business name: Ensure you use the vendor’s legal business name, not a nickname or anything else.
- Amount.
- Payment frequency:
- Due date: Today’s date will be pre-selected.
Optional fields:
- Invoice number
- Invoice date
- Note to yourself
- Line items
Adding a bill of over $10,000?
To avoid delays in payment processing, attach the invoice from your device. Select Upload an invoice file and upload the desired invoice from your device.
4 - Double-check that all the bill details are correct.
5 - Select Continue to pay at the bottom right of the screen.
6 - Select how you want to pay.
You can pay with:
- Capital One Business card.
- Bank account.
- Other debit card.
Then, select Continue.
Need help adding a payment method? Check out our setup guides:
Payments over $3,000
Card payments over $3,000 can’t be processed until the goods or services have been received. When you select to make such payments with a Capital One Business card or other debit cards, you’ll be asked if you have already received the service or goods.
If you haven’t received the goods, and the payment exceeds $3,000, you can only pay it via a bank account.
7 - Choose how your vendor receives the payment. We pay vendors on your behalf. Vendors don't need to sign up or pay any fees.
There are different ways your vendor can receive the payment:
- ACH bank transfer: You'll need to fill in the vendor’s routing number and bank account details.
- Paper check: You'll need to fill in the name on the check and the vendor’s business address.
- Virtual card: You can only pay a vendor with a virtual card when using your Capital One business card. Make sure your vendor accepts virtual cards before choosing it.
- You can let the vendor choose their delivery method.
8 - Select the payment date from the calendar.
9 - Select the delivery speed below the calendar. Then, select Continue.
Please note:
- The fast payment option is available only for eligible payments. If you don’t see it, it’s not available for this payment.
- The delivery speed depends on multiple factors, such as the selected payment method, the amount, the delivery method, the day and time you make the payment, etc.
- Sometimes, you will only have one delivery speed available.
- Learn more about typical delivery timelines in this article.
10 - You can add a memo for your vendor. This step is optional. Then, select Continue.
11 - Carefully review all the payment details.
If everything is correct, select Confirm and schedule payment.
You can edit details by selecting Edit on the left of each listed detail.
That’s it. Your payment is successfully scheduled.