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How to make a BPAY payment in Accounts Payable

  • Updated

Pay supplier bills by BPAY directly from Accounts Payable, saving the biller code and reference number once so every future bill for that supplier reuses them automatically.

Before you start

  • BPAY is available for suppliers in Australia, in AUD.
  • You'll need the supplier's Biller code (3–10 digits) and Reference number/CRN (2–20 digits). Find both on the supplier's bill or invoice.

Steps

  1. Go to Accounts Payable and click Make a payment.
  2. Drag and drop the invoice, or choose a file to upload.
  3. Once the invoice is uploaded, Weel's AI auto-extracts the details: supplier, amounts, invoice number, dates, and the BPAY biller code and reference number.
  4. If Weel doesn't recognise the supplier, it defaults to Create a new supplier. If it finds one or more possible matches, each matched supplier appears as its own option tagged AI suggested, alongside Choose a different existing supplier and Create a new supplier. Pick whichever is correct.
    • If an AI-matched supplier's saved biller code or reference number doesn't match the invoice, Weel shows a warning so you can catch the mismatch before saving.
  5. For a new or not-yet-reviewed supplier, the bill shows a Review required tag next to the supplier's name. Click Review and confirm supplier, then in the Supplier details section check the biller code and reference number, and tick I've checked that the BPAY details match the invoice.
  6. Click Confirm supplier details to save and return to the bill.
  7. Follow the prompts to fill out any missing bill details and check the AI-extracted details.
  8. Click Save to submit the bill for approval.
  9. Once approved, the BPAY bill is sent for payment on the selected date.

Optional: Change the reference number for a bill

If the invoice uses a different BPAY reference, you can override it on the bill without changing the supplier's saved details.

  1. In the Supplier details section, click Modify for this payment next to the reference number.
  2. Enter the new reference number (2–20 digits) and save.

When you change the reference, the bill shows a warning: "The BPAY reference number has been modified for this payment without affecting the actual supplier record." Approvers see a separate alert reminding them the reference number was modified for this payment, asking them to confirm it's correct before approving.

Note: A bill with a modified BPAY reference number can't be included in a bulk or batch approval. It needs to be approved individually.

What happens next

BPAY payments typically take 1–2 business days to process, with no additional fee.

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