Welcome to Energy Payables! This article will walk you through the basics so you can start submitting invoices and working with your customers right away.
First Login
When you first logged in to Energy Payables you were taken through a series of questions. That was just to get you started, and you can update that information any time, including adding other users from your company at no charge, in the Company Admin screens.
How much does this cost?
We do not charge vendors for usage of Energy Payables, nor do we include a Vendor Charge for your Customers that use our platform.
Your customers, who receive your invoices in Energy Payables, pay a per invoice transaction fee, and get full use of the Pricing Agreement, Work Ticket and Invoice modules.
Start With Your Catalog to Power Up Your Invoices
As a Vendor, taking the time to set up your Catalog within Energy Payables will increase the readability of your invoices, and also set you up to create clean and comprehensive Pricing Agreements with your customer in a few clicks.
Click here for help on setting up your Catalog. Or book some time with us through the Help icon in the bottom right and we'll help you set your catalog up.
You can choose to start by immediately sending Work Tickets and/or Invoices, and we will take our best guess at starting your catalog for you.
Your Home Screen
Submit Work Ticket: Some of your customers will want Work Tickets sent through here, others will not. Confirm with your customer before starting to send Work Tickets.
Submit Invoice: Start the process of sending an invoice to a customer
Use the Help in the bottom right corner to learn about our system, or to contact a member of our team for help. Our AI responder Penny is well trained, but just ask to talk to a live team member during business hours.
Use the navigation in the top toolbar to access invoices, work tickets, agreements, catalog, notifications, and your profile at any time.
Uploading Invoice PDFs - First the Invoice File, Then Load Backup Separately
Once you press Submit an Invoice on the home screen, you will see many of those blue help links along the way to help you send as quickly and easily as possible.
Important: Energy Payables currently requires your invoice and any supporting documents to be uploaded as separate files.
When submitting an invoice:
Upload your invoice file first: this is the primary document (your actual invoice)
Attach backup or supporting documents afterward, once the invoice is created, you can attach additional files such as backup documentation, photos, reports, or any other supporting material
Why split them?
Energy Payables reads your invoice file and automatically keys in the invoice line item information that you just have to review, make corrections if necessary, and confirm.
Keeping your invoice file separate from other documents will prevent unwanted invoice lines to be added within the system.
Accepted file formats for attachments: PDF, JPG, PNG, BMP, XLSX, DOCX
In-App Help and Starter Guides in Energy Payables
Throughout the application you'll notice help links. These are small links that open relevant support articles to explain a workflow or concept right where you need it.
Note: Some browsers block videos , but you can watch directly by clicking below
These are always available, so you don't need to leave what you're doing to find answers. If these help articles are difficult to read in the popup, you can press "Open in help center" at the bottom of the article to open it in a new tab.
To enable or disable help links: Toggle the switch in the top toolbar beside the brown question icon. Help links are turned on by default for new accounts.
What's Next?
Once you've submitted your first invoice, your customer will be notified and can begin their process. You can track the status of all your invoices from your home screen or the Invoices section in the top toolbar.
Note: Some browsers block videos , but you can watch directly by clicking below
Want to be notified when your invoice has been paid? You can create custom notifications in your profile in Energy Payables. These can be accessed by clicking the bell icon in the top toolbar, or by turning on email notifications in your profile.
Need More Help?
Remember, if you have questions at any point, use the help links in the app or ask our help agent, Penny, in the bottom right corner. If you are not satisfied with the answer you are receiving, please type "Talk to a person", and somebody from the Energy Payables Support Team will be in contact with you as soon as possible.