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Zen Frequently Asked Questions What is Bill.com Zen?Bill.com Zen helps accounting firms become more profitable when performing client bookkeeping services by eliminating the tedious tasks of typing bill information into your clients' accounting or banking system(s). Your clients and their vendors continue to submit invoices to Bill.com as usual — email, fax, or file upload. Bill.com will enter the bill information for you. Bill.com Zen frees you and your staff from the burdensome, time-consuming task of data entry and ensures accuracy and completeness of the bill data entered. How does Bill.com Zen bill entry work?Bill/Invoice Information: Bill.com Zen automatically enters bill-specific fields such as bill/invoice number, bill/invoice date, due date, terms, and amount. Zen will also update the vendor address for you if it has changed to ensure that client payments go to the right place while saving you the time of making all the changes in your client's accounting and banking systems! Vendor Information: By default, Zen will enter new vendors for you into Bill.com, saving you the time and hassle of entering new vendor information such as address and contact information. If you prefer that Zen not enter vendors automatically, you can change the configuration online at Setup>Company>Preferences. Accounting Information and Approval Workflow: If a bill arrives for a new vendor it is automatically assigned to a designated "default approver" who should review the new vendor information (e.g. payment terms) and assign accounting expense categories and other approvers as appropriate. When a bill arrives from an existing vendor, Bill.com Zen assigns the bill to the same set of approvers and uses the same account, department, and location settings as the last bill (assuming the previous bill did not use multiple accounts, in which case Bill.com will not use the previous splits). Exceptions: Zen will handle exceptions such as illegible documents, duplicate bills, etc as best as possible. If we are not able to resolve an exception on your behalf we will escalate it to you to be resolved on a timely basis by placing the unprocessed bill in your Bill.com inbox with a reason code stating why it could not be processed. What is the turn-around time for documents submitted to Zen for processing?The Zen service is available all weekdays except select holidays, including US banking holidays. Bills received by 4 pm PST (7 pm EST) will be processed by 6 am PST (9 am EST) the next business day. We will attempt to resolve select document exceptions (illegible documents, ambiguous vendor matches) by 10 am PST (1 pm EST). Otherwise, exception documents will appear in your Inbox for you to review and resolve. What happens if I submit a bill or document that I do not want Bill.com Zen to process?Documents sent to Bill.com are first placed in a "Zen Queue" that is visible from your inbox. If you do not want Zen to process your bill you can remove the bill from he Zen Queue and move it to your inbox for manual processing. With Bill.com Zen entering this information, what is left for me and my firm to do?Bill.com Zen will reduce the amount of manual data entry your firm is performing and make your job easier and more productive, but it does not perform the bookkeeping services that you provide your clients! Tasks that still need to be performed include making sure the accounting is correct, getting approvals, optimizing payment timing, making appropriate decisions about how much to pay, handling exceptions, keeping your clients organized, and much more. Zen is an optional service that you can activate on a client-by-client basis. Is Zen automatically available to all my clients?Zen is an optional service that you can activate on a client-by-client basis. Client accounts in a Bill.com Accountant Console do not see or have access to the set up page used to activate the service, it must be set up by a user from your firm. How much does it cost?The fee for Zen processing is $0.99 per bill processed (if there is an exception that prevents us from processing a bill or document you are not charged). Does Bill.com guarantee the accuracy of its Zen service?Yes, Bill.com guarantees completeness and accuracy. If the due date entered is after the actual due date or if bill amount is less than amount due, we will reimburse customers for late fees and penalties incurred due to late or insufficient payments. Please refer to the Terms of Service for detailed conditions. How does Bill.com Zen protect client privacy and security?Privacy and security are critical matters for us. Bill.com Zen protects you in several ways:
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