INTEGRATIONS · BILL.COM
Bill.com, so a Claim Payment Gets the Same Scrutiny as Any Other
A claim payment is a payable. It has a payee, an amount, an approver and a paper trail, and starting on a claim is no reason for it to skip the controls every other disbursement goes through.
VCA Software connects to Bill.com so a payment authorized on a claim reaches accounts payable with its payee, its amount and its claim already filled in. Nobody keys the same disbursement into two systems.
- Out: The Payable and Its Claim, to Bill.com. Approval rules stay in Bill.com.
- Without it: nobody can trace the approval back to the claim, and the payable is keyed twice.
IN THE CLAIM
One Disbursement, Followed End to End
Take a mitigation contractor's invoice on a single claim, approved by the adjuster handling the loss. Here is where it goes, who touches it, and which part of that belongs to claims rather than to finance.
ONE PAYMENT, FOUR STAGES
- The Claim Authorizes ItThe decision to pay is made on the claim and recorded against the reserve, with the invoice attached.
- It Becomes a PayableThe payment reaches Bill.com with the claim it belongs to, so nobody re-enters a payee or an amount.
- Your Approval Path RunsThresholds, second approvers, segregation of duties. Whatever your operation requires stays required.
- The Claim Keeps the RecordThe authorization, the invoice and the history of who did what stay on the claim, for anyone who has to answer for the payment later.
WHAT MOVES
The payable travels, the controls do not
Approval rules are not something VCA imports or overrides. They belong to your finance function and are enforced in the system that owns them. ClaimsCore is the claims layer beside the systems you already run, so Bill.com stays where it is, and so does every rule inside it.
| What | Which Way | Where It Lands |
|---|---|---|
| The Payable | Out of the claim | Bill.com, with the payee, the amount and the claim it belongs to, as already recorded on the claim. |
| The Claim Record | Stays in ClaimsCore | The authorization, the reserve it was paid against, the invoice, and who did what and when. |
| Approval Rules and Thresholds | Stay in Bill.com | Configured by finance, enforced by finance. The integration is not an exemption from your own controls. |
WHO FEELS IT
Felt First in Finance
Finance buys a payables connection and feels it at month end. Firms handling other people's money feel it hardest, because their controls are inspected.
- Accounts PayableStops keying payees and amounts that already exist on a claim, and can answer a question about any claim payment with the claim it belongs to.
- The ControllerGets claim disbursements inside the same control environment as every other payment the business makes, rather than running beside it.
- The Adjuster and the VendorOne authorizes the payment on the claim and never keys it again. The other gets paid on the same path as any other supplier, which is usually all a contractor wants.
OFF THE DESK
What Stops Living in Email
Most of what this connection removes is not work anybody was asked to do. It accumulated because a claim payment started in one system and had to be finished in another.
- Entering the same payee and amount a second time, in a second system.
- The approval thread that lives in email and cannot be produced during an audit.
- Hunting for the authorization behind a payment when someone questions it months later.
- Reconciling a disbursement register against claims by hand at the end of the month.
The ClaimsPay add-onThe Intuit QuickBooks connectionThe Sage connectionAll integrations
THE BOUNDARY
Claims decides the amount. Finance decides the release.
Claims decides whether and how much, on the claim, with the reasoning documented. Finance decides who signs and when the money leaves. Software should not blur that line just because both events touch the same dollar.
It also answers the question a client's audit team asks: the authorization and the disbursement are separate acts, performed by different people, in the systems that own each one.
Start the Connectivity ConversationHow Implementation Runs →
WHAT TO BRING TO THE CONNECTIVITY CONVERSATION
Your current claim-payment approval path, written down as it actually runs rather than as the policy describes it, plus whoever administers payables. Discovery maps it before anything is configured.
Questions About Claim Payments
Where does the payment actually get authorized?
On the claim. Authority to pay is a claims decision, made in VCA ClaimsCore and recorded against the reserve, with a record of who did what and when. What Bill.com adds is the payables discipline your operation already applies to every other disbursement it makes.
Does this bypass our approval process?
No. A claim payment routed through Bill.com follows the approval path your finance team already runs. The integration removes the retyping, and the controls stay exactly where they are: a payment that needs two signatures still needs two signatures.
What stays on the claim once the payable leaves?
Everything that justified the payment. The authorization, the reserve it was paid against, the invoice and the record of who did what and when all stay in ClaimsCore. Bill.com receives what payables needs to act on: the payee, the amount and the claim it belongs to.
Is this the same as ClaimsPay?
No. ClaimsPay is the VCA add-on for issuing payments from the claim itself. The Bill.com connection is for operations whose payables team approves and releases disbursements in Bill.com. How the two divide the work in your operation is settled in discovery, the first step of every VCA implementation, before anything is configured.
Do we still need an accounting integration?
They are different jobs. Payables handling is about getting a disbursement approved and out the door. Ledger posting is about the books being right afterward. Intuit QuickBooks and Sage are named on the integrations page for the ledger side.
Who benefits most from this one?
Accounts payable first, then the controller. Vendors, experts and contractors are paid on the same path as every other supplier, and the claim still holds the authorization that started each payment.
Bring us a claim where the promise was hard to keep
Bring a disbursement your operation made this month and watch it travel from the claim to the approval path it has to clear. Nothing else needs testing.
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