Skip to main content
This guide shows you how to pay vendors electronically through an AP partner and keep DualEntry in step. DualEntry records vendor payments and prints checks, but it doesn’t send ACH payments or wires and doesn’t create bank files such as NACHA files. An AP partner is a payment platform that does: it holds your vendors’ bank details, sends the money, and the payments arrive in DualEntry as vendor payments against the matching bills.

​
Prerequisites

Confirm the following before you pay your first vendor through a partner:
  • You have an account with the AP partner and have connected bank accounts there to pay from.
  • The partner’s integration is connected in DualEntry under Configuration → Company → Integrations. Follow the setup page for your partner: Bill.com, Ramp, Brex, or AvidXchange.
  • Your vendors have bank details on file where the partner reads them. For Bill.com, Ramp, and Brex, that’s in the partner. For AvidXchange, it’s the vendor’s Payment Information section in DualEntry, and the vendor must be flagged for AvidXchange: check the custom field you mapped to AvidXchange Vendor? in the AvidXchange integration settings. DualEntry sends only vendors with that box checked to AvidXchange. See Vendor bank details.

​
Choose how your partner works

AP partners work in one of two ways, and the difference decides where you approve and pay bills. The table below shows where each step happens for each partner. With Bill.com, Ramp, and Brex, the partner is where you work your payables, and DualEntry receives the results. With AvidXchange, DualEntry sends the vendors you mark as AvidXchange vendors, with their bank details, to AvidXchange, imports bills from it, and you choose what to pay in DualEntry.

​
Pay vendors through Bill.com, Ramp, or Brex

With these partners, you enter, approve, and pay bills in the partner, and the integration brings the bills and payments into DualEntry.
  1. Enter the bill in the partner, or let the partner capture it from the vendor’s invoice.
  2. Approve the bill in the partner. For Ramp or Brex, also mark it ready to sync. Ramp’s Sync Ready filter is on by default, so only bills marked Ready to Sync come into DualEntry. Brex brings in only new records marked Ready for export. A bill that isn’t marked ready doesn’t show up in DualEntry. Bill.com skips denied bills. See your partner’s integration page for the details.
  3. Pay the bill in the partner by ACH, wire, or check.
  4. Let the next sync run, or start one from the integration page. The payment arrives in DualEntry as a vendor payment applied to the bill, and the bill’s open balance drops.
Don’t also record the payment by hand in DualEntry. The synced payment is the record. DualEntry won’t let a bill’s paid total go over the bill’s total. If a manual payment already covers the bill, the synced payment fails with an error such as Paid amount 1000.00 exceeds billed amount 500.00. With Bill.com, a manual payment that matches the bill, amount, and date is taken over by the sync instead of being duplicated. How payments arrive depends on the partner. A Bill.com payment that covers several bills arrives as one vendor payment with a line for each bill. Ramp and Brex payments arrive as one vendor payment per bill. Brex payments sync only when Brex is connected with your Brex login (OAuth). An API-token connection brings in bills but no payments, and a bill paid by Brex card doesn’t sync a payment. Ramp installments each arrive as their own vendor payment. A Ramp payment dated before its bill arrives as a vendor prepayment and an application instead.

​
Pay vendors through AvidXchange

With AvidXchange, DualEntry creates the payment record, and AvidXchange sends the money.
  1. Fill in each vendor’s Payment Information in DualEntry and check the custom field you mapped to AvidXchange Vendor? in the AvidXchange integration settings. Whenever a checked vendor is saved, DualEntry sends its details, including bank details, to AvidXchange. Vendors without the box checked aren’t sent.
  2. Import bills from AvidXchange on the AvidXchange integration page. See Import bills from AvidXchange.
  3. On the AvidXchange integration page, open Bill Payment Export and select the bills to pay. Adjust Amount to Pay for any partial payment.
  4. Choose Submit to pay, add a memo if you want one, and confirm in Confirm Submission.
DualEntry posts a vendor payment for each bill, dated the day you submit. Each payment is drawn on the paying company’s default bank account with the next check number from that account. DualEntry then sends AvidXchange a payment file. AvidXchange then pays the vendors. Payments are in USD only. AvidXchange doesn’t send a paid status back, so confirm the payments cleared when you reconcile the bank account.

​
Troubleshooting

These are the usual reasons a partner payment doesn’t show up in DualEntry the way you expect.
  • Bill.com, Ramp, or Brex payment missing: The sync hasn’t run since you paid, or the bill isn’t in DualEntry yet. Start a sync from the integration page, then check that integration’s error list.
  • Synced payment fails because the bill is already paid: The payment shows in the integration’s error list with an error such as Paid amount 1000.00 exceeds billed amount 500.00. Someone recorded the payment by hand before the sync, so the bill is already paid. Void the manual payment, then sync again.
  • Bill.com payment missing one of its bills: That bill was already applied to another vendor payment in DualEntry, so it was left off. See the Bill.com integration page for how a payment covering several bills imports.
  • Submit to pay fails for AvidXchange bills: A paying company has no default bank account, or that account is inactive. DualEntry checks this before creating any payment, so nothing is sent. Set an active default bank account, then choose Submit to pay again.
  • Bank needs a NACHA file: DualEntry doesn’t create one. Use an AP partner from this guide, or create the batch in your bank’s portal and record the payments in DualEntry.
Last modified on November 6, 2026