Logins nobody has to pass around
Credentials are encrypted as they're typed and used by the platform without ever being shown back to anyone. Multi-factor prompts work where a provider requires them, and you get a reminder before a password expires.
Bill fetching signs in to each vendor's portal, downloads the invoice and sends it to accounts payable with days left to approve it.
Invoices that only exist behind a login
Connect a utility, telecom, cloud or SaaS account, a fuel card or a supplier portal once, and its invoice comes to you every cycle without anyone having to remember to fetch it.
- Connect utility, telecom, SaaS, fuel card and supplier accounts
- See the connection state and last successful retrieval for each account
- A broken connection shows up as a task to fix
Utility bill management for every location
Each electricity, gas and water account is connected once, so a business with ten sites gets its ten utility bills every month without anyone signing in ten times. Each bill is read and coded the way that account was coded the month before.
- Electricity, gas and water accounts, each connected once
- Every site's bills in one accounts payable queue
- Same GL coding as that account's last bill
Each vendor on its own cycle
A monthly account is checked monthly, around the day its statement usually appears. You keep whatever runway that vendor gives you. A failed attempt is retried, and if the portal has genuinely changed, someone on your team is told.
Invoice capture, from portal PDF to coded invoice
Smartbills reads the downloaded statement into vendor, account number, statement date, due date, amount and GL account, and from then on it's handled like any other invoice in the system.
How bill fetching works
Connect a vendor account
Add the login you use for the vendor's portal. It's encrypted as you type and never shown again.
Checked on schedule
Each account is checked around the day its statement usually appears.
Downloaded and read
The bill is retrieved and read into vendor, account, dates, amount, tax and GL account.
Ready to approve
It lands in accounts payable as an ordinary invoice, with time to approve and pay it before the due date.
Keep exploring
See all products- ProductEmail receipt captureConnect Gmail, Outlook, Zoho Mail or IMAP. Automatically collect receipts and invoices from the folders you choose, including Archive and Spam.
- ProductDigital receiptsDigital receipt software that turns every sale at your POS into an itemized electronic receipt, hosted online and delivered by app, SMS, email or API.
- ProductAccounts payableAccounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
FAQ
Frequently asked questions
What people ask us before they sign up.
Invoice capture is getting a supplier's invoice into your accounts payable system and reading it into fields, such as vendor, date, amount and tax, without anyone typing it in. Bill fetching covers the invoices that never arrive by email: Smartbills signs in to the vendor's portal, downloads the invoice and reads it.
Bill fetching is the automatic download of invoices a vendor never emails you, the ones sitting behind a login on their portal. Rather than relying on someone to download the hydro bill each month, bill fetching software holds the credentials, visits the portal on the billing cycle and pulls the statement down the day it's published.
The direction and the timing. A digital receipt is pushed to you by the merchant when you pay, while a fetched bill is pulled from the vendor's portal before you've paid, because that vendor doesn't send anything. They work differently and arrive at different moments, and most finance teams need both.
Yes. Bill fetching is how the invoice gets in; accounts payable is what happens to it next (coding, matching against a purchase order, routing for approval and payment). Without retrieval, an invoice that only exists on a portal doesn't enter accounts payable until somebody notices it's late.
Utility providers and other vendors that make you log in to get the bill: electricity, gas and water, telecom, cloud and SaaS providers, fuel cards and supplier portals. Coverage varies by region and provider, because it's a list of supported accounts rather than something that works on any website. Tell us which accounts matter to you and we'll tell you where each one stands.
Your logins are encrypted at rest and never displayed again once entered; the platform uses them without showing them to anyone. Multi-factor authentication is supported where a provider offers it. If your policy doesn't allow a third party to hold portal credentials, this product won't be a fit.
Smartbills retries, and if it still can't get in, the account is flagged as needing attention and someone is notified. A changed password, a new terms prompt or a redesigned portal can each stop a retrieval. The failure that actually costs money is an invoice that quietly stops arriving, which is why a broken connection is surfaced instead of absorbed.
It depends on the vendor, because the gap between a bill being published and its due date varies by provider and region. Smartbills times each retrieval to the publication date rather than the due date. You get all the runway that account offers instead of finding the invoice on the deadline.
Get started
Tell us which portals your team logs into each month
We'll show you which of those accounts Smartbills can connect, and how each invoice would reach accounts payable with time left to approve it.