Pay without a bill

Sending a payment to a vendor without creating a bill first is easy with Key CashFlow℠! You can even add your vendor's bank account during this process to make the payment electronically.

This feature is available to Administrator Users.

If you are looking to pay an actual bill for a vendor, please check out the article listed at the bottom of this page.


From the Payments Out page

  1. Select Payments Out from the navigation menu
  2. Select Pay a vendor
  3. Select an existing vendor or select Add new vendor
    • Existing vendor: default payment method will be current payment method for vendor
  4. Enter Payment Amount
  5. Select Process Date - the day the funds are debited from your bank account
  6. Select the bank account to Pay from
    • Scroll or type and search to find a bank account
  7. Enter a Primary Contact Email, if applicable, or if there isn't one already
  8. Customize the Memo for the payment if applicable, it's prefilled with the account # for the vendor by default if one is entered on the vendor's record
  9. Enter address for a check vendor if missing
  10. Toggle Add Bank Info on to set up electronic payments for a check vendor or skip to step 11
    1. Add vendor's bank account
      • We will send a test deposit of a penny to verify the bank account can receive payments
      • For the first payment after manually adding a vendor's bank account, the earliest process date that can be selected is 2 business days after the date the bank account was added. This is to ensure the test deposit completes successfully.
  11. Select Review & pay
  12. Select Send Payment

From the Vendor record

  1. Select Pay vendor on the vendor's record
  2. Enter Payment Amount
  3. Select Process Date - the day the funds are debited from the bank account
  4. Select the bank account to Pay from
    • Scroll or type and search to find a bank account
  5. Enter a Primary Contact Email, if applicable, or if there isn't one already
  6. Customize the Memo for the payment if applicable, it's prefilled with the account # for the vendor by default if one is entered on the vendor's record
  7. Enter address for a check vendor if missing
  8. Turn on Set Up Electronic payments if wanting to pay the vendor electronically or skip to step 9 Toggle Add Bank Info on to set up electronic payments for a check vendor or skip to step 9
    1. Add vendor's bank account
      • We will send a test deposit of a penny to verify the bank account can receive payments
      • For the first payment after manually adding a vendor's bank account, the earliest process date that can be selected is 2 business days after the date the bank account was added. This is to ensure the test deposit completes successfully.
  9. Select Review & pay
  10. Select Send Payment

Things to know

  • A bill is created in the background and associated to the payment
    • This auto-created bill will not be editable
    • If the payment is voided, the auto-created bill associated to the payment will be deleted
  • If syncing with an accounting software, both the bill and the payment will sync
    • The bill will sync to uncategorized expense
      • If the bill needs to be coded to an expense, edit the bill in the accounting software
    • The payment will sync to the general ledger account for the bank account designated under sync preferences