Gusto Bill Pay gives you complete flexibility in how you pay vendors and how they receive funds. Whether you're paying an existing vendor or adding a new one, this guide walks you through the entire payment process from start to finish.
This article contains the following sections:
- Creating your payment
- Adding vendor information
- Adding invoice details (optional)
- Selecting payment and delivery methods
- Scheduling and finalizing the payment
Creating your payment
1 - In your Gusto Dashboard, select Money from the left-hand sidebar.
2 - Select Bill pay.
3 - Select +New Payment.
4 - In the Pay page, begin adding your payment information under Payment details.
Adding vendor information
5 - Add the Vendor business name. Start typing the vendor's business name in the search field:
- For existing vendors: Select the vendor from the dropdown list that appears as you type.
- For new vendors: Type the full business name and select +Add new vendor to create a new vendor profile.
6 - Enter the payment amount.
7 - Select the payment frequency. You can choose between a one-time payment and a recurring payment.
Adding invoice details (optional)
8 - To include an invoice with your payment, select Add bill details.
This opens the bill details page, where you can:
- Upload your invoice image/file to upload an invoice from your device. The invoice will be uploaded and then scanned for information to add to the payment.
- Review the automatically scanned details and make any necessary edits.
- Select Continue to pay once all details are correct. This will return you to the Pay page.
Gusto Bill Pay accepts PDF, JPEG, JPG, and PNG files up to 10MB. Upload one invoice per file. The system will scan your invoice and autofill payment details, but always review for accuracy. Use Replace to upload a different file or Cancel to remove it entirely.
Selecting payment and delivery methods
9 - Choose how you want to pay using the dropdown menu to select your preferred payment method.
- Paying using a Bank account
a. Select Bank account.
b. Use the dropdown menu to select the bank account you want to pay with.
c. You can add a new bank account by selecting + Add account
- Paying using a Card
a. Select Card.
b. Use the dropdown menu to select the card you want to pay with.
c. You can add a new bank account by selecting + Add card.
10 - Select how the vendor will receive payment.
For existing vendors:
- Use the dropdown menu to choose from saved delivery methods.
- To add a new method or edit an existing one, select Manage delivery methods. This will open the Delivery methods window.
- Select +Add another to add a new delivery method. Select the additional delivery method and enter the details.
- To edit an existing delivery method, select Edit. You can now edit the details for that delivery method.
- Select Save when done.
For new vendors:
- Select the Add delivery method box. This will open the Delivery methods window.
- In the Delivery methods window, you can add the delivery method details of your vendor.
- Add delivery methods by selecting +Add details next to the desired method. Next, follow the prompts to fill in those delivery method details.
- If you don't have vendor delivery details, select the option to send a payment method request to your vendor.
If you send your vendor a request asking how they'd like to receive payment, you can still complete the payment immediately - no need to wait for their reply. However, scheduled payments will be automatically canceled if the vendor doesn't respond within 7 business days. You can cancel the delivery method request anytime by editing the vendor details and selecting Cancel request.
- Select Save when done.
Scheduling and finalizing
11 - Choose when funds will be delivered to your vendor. You can select from preset delivery dates or choose a custom date.
- To select a custom date, select the Custom date option, then select the calendar icon to choose your preferred delivery date. Select Apply when done.
The fees shown in the screenshots are for illustrative purposes only. For the specific fees associated with your transactions, please refer to the payment summary within your Gusto Bill Pay account before confirming any payment.
- When selecting a delivery date in the calendar pop-up, federal holiday dates will be blocked. When you try to select the date, it'll display a Federal Bank Holiday.
- The delivery speed depends on multiple factors: selected payment method, amount, delivery method, day, and time when you make the payment. Learn more about typical delivery timelines in this guide.
12 - Add a memo to your payment (optional). This memo will appear on printed checks and in the email notification your vendor receives. This will help the vendor understand the purpose of the payment. When delivered via ACH bank transfer, it will show if your vendor's bank enables memos.
13 - Lastly, add the vendor email so that your vendor can receive a summary of the payment details.
14 - Review all payment details carefully to ensure accuracy.
15 - Select Confirm and pay to schedule your payment.
16 - Your payment is now successfully scheduled! From the success screen, you can do the following:
a. You can download or print your payment summary.
b. To email your vendor a detailed summary of the payment, select Notify vendor.
c. Select Go to dashboard to return to your main account view.
That's it! You've successfully created and scheduled a vendor payment. You can find your new payment in the Payments tab. Your payment details are saved, and funds will be delivered according to your selected timeline and method.