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What is OCR technology? OCR stands for Optical Character Recognition and is a technology used to scan files such as documents or images. This technology is commonly used in the financial services industry as it eliminates the need for manual data collection by scanning documents like receipts and invoices. How does it work in Rho? Rho uses OCR vendors to parse invoices received in our AP Inbox. This technology allows you to forward invoices to a designated email address, where they will scan and parse the files and automatically upload them for editing in your Rho Bill Pay dashboard. How does the Confidence Score work? The OCR confidence score can be seen on the AP bills table in the form of a Green, Yellow, or Red accuracy indicator. These scores flag invoices that likely require additional review or information. You can edit these draft invoices just like any other invoice in your Rho dashboard. The thresholds we use are as follows: 80% = high 50% = medium 50% = low A lower confidence score will be indicated by the yellow inline warning, which, when clicked, will showcase additional information on what needs to be checked: Additionally, a call to action banner may appear, which will guide you through the next steps(s). For example: Note: If a user replies in a thread to the original email sent to the AP inbox and image files invoices are in the email body, duplicate invoices can be created. These invoices will be auto-flagged as duplicates in the platform.

Bulk payments is a new payment workflow that allows you to bulk draft, review, schedule, and send payments by importing a Rho CSV template into the Rho platform. Payment types supported by the workflow: Checks ACH Wires (Domestic accounts only) Single-use virtual Rho cards securely shared via email Each line-item in the CSV will create one payment, there is no merging of multiple payment line items into one payment. What are requirements for using bulk payments? Vendors must be added into the system prior to using the experience Admins, Account Owners and Bookkeepers can view bulk payments, meaning they can import a CSV and make edits to payment drafts. By default, Bookkeepers cannot execute payments from the Bulk Payments workflow. As our system only allows for a due date to be the current or a future date, ensure that the Creation/Due date is not in the past, to avoid any errors. What does it mean to send a Single-Use card payment? When Single-Use Card is selected as a payment method, the card will be created when the payment is created from bulk payments and the email sent with card details based on the Created/Due date indicated in the payment line item. The card will be nicknamed AP Card: What will the card details look like to the vendor ? You will see the payment creator, organization who sent, and Invoice Number as well as the card details needed to authorize payment What do the statuses mean? What are the things I need to review in the table? Vendor Missing Vendor was not found in Rho -> if you see the vendor name in yellow, this means we were not able to match the vendor you indicated in the csv with a vendor in Rho. To resolve, click the dropdown to search to see if the vendor is in Rho and select. If not, head to Vendors > Add New Vendor to add Vendor into Rho. Destination Error If you see a destination error, this means we do not have the payment information for this vendor for the method you have indicated in the CSV. To resolve, click on the method/source column to see which methods are available with this Vendor. If the option you wish to pay is not present, you must return to the vendor profile to add the desired method account details.

Rho's Bill Pay system uses specific statuses to help your team manage the processing, paying, and reconciling of your payables. Bills and payments are organized into one streamlined workflow, making it easier to track and act on your payables. Bill and Payment Statuses Below is a list of the statuses you may encounter in Bill Pay, along with what each status means and the actions available to you at each stage. Draft What it means : The bill has been submitted via the Bill Pay Inbox or platform upload but requires additional information or review. Actions you can take: View: Review and edit the bill details. Add Payment Details: When you click Add Payment Details, the bill moves to the next state, Missing Payment Details, where you can add the missing payment information to proceed. Archive: If the bill is no longer needed, you can archive it. All archived bills are moved to the archived section of the bills page. Mark as Paid: Indicate that the bill has been paid outside Rho and will be moved to the archived section of the bills page. Missing Payment Details What it means: The bill is complete, but payment details are missing or incomplete. Actions you can take: View: Review the bill and provide the missing payment information. Archive: If you decide not to proceed with this bill, you can archive it. Ready for Payment What it means: The bill and payment details are complete and the bill is ready to be paid. Actions you can take: Pay: Initiate the payment process. Send to Approvals: If approvals are required, send the bill for approval. Archive: You can archive the bill if it's no longer needed. Awaiting Approval What it means: The bill payment requires approval before it can be processed. Actions you can take: Approve & Pay: If you're an approver or have the necessary permissions, you can approve the bill and initiate payment. Approve: Approve the bill without initiating payment. Reject: Reject the bill if it's not approved for payment. Payment Scheduled What it means: The payment for the bill is scheduled. Actions you can take: View: Review the bill and payment details. Revoke: Cancel the scheduled payment if necessary. Paid What it means: The bill payment has been processed and settled. Actions you can take: View: Review the bill and payment details. Paid Externally What it means: The bill has been paid outside of Rho Bill Pay. Actions you can take: View: Review the bill details. Failed Payment What it means: The payment for the bill failed to process. Actions you can take: Retry: Attempt to process the payment again. Archive: Archive the bill if you choose not to retry payment. Archiving Bills and Payments At any point when a bill is in Draft or Missing Payment Details status, you can choose to archive it. Archiving a bill removes it from your active workflow but keeps a record for future reference. When archiving, you can specify the reason. Actions Overview Status Actions Draft Add Payment Details View Archive Mark as Paid Missing Payment Details View Archive Ready for Payment Pay Send to Approvals Archive Awaiting Approval Approve & Pay Approve Reject Payment Scheduled View Revoke Paid / Paid Externally View Failed Retry Archive Tips for Managing Bills Bulk Actions: For certain statuses, you can perform actions on multiple bills at once. The available bulk actions include: Draft or Missing Payment Details statuses: Archive Mark as paid Ready for Payment status: Schedule Update payment date Keep Information Updated: Ensure all required fields are filled out to move bills through the workflow smoothly.

The Rho BillPay Inbox gives customers a singular, central place to forward invoices to and automatically process them. How does it work? Every organization is assigned an email address. Users can forward email invoices to the inbox, andupon receipt, OCR (optical character recognition) technology scans the invoice and pulls key data points needed to create a draft bill in Rho, such as the amount, vendor, invoice number, and due dates. The draft bill will then appear in your Rho Dashboard for you to take action upon, just like a manually created bill. Please note: non-invoice files will not be created as bills in the Rho platform. Please see below the file support for the AP inbox. Files that are supported by Rho AP Inbox Files type support: Supported: JPG, JPEG, PNG, HEIC, or PDFs NOT supported: CSV, XLS, etc. File size support: <50MB per file An Invoice can have multiple pages but OCR processing results for multi-page invoices can be less accurate File information: There is no limit on the number of attachments you can include in a single email. Supported : Invoice files (specifically files with an amount, invoice or reference # and dates for payment) Not supported : W-9 documents ( see how vendors can share W-9s with Rho ), Payment instruction files, Statements, etc Some key benefits: Streamlines the bill creation process by centralizing it to one place to send documents Improves accuracy, by reducing, or oftentimes entirely eliminating, manual entry Allows for team visibility by allowing you to CC team members Creates draft vendors in the dashboard, minimizing manual entry time How do I set it up? An inbox is automatically created once the business becomes verified. Users are given a default email address, which they can edit by navigating to the Settings tab>Configuration>BillPay Setup. By default, all addresses from the business's email domain (ex, if the account owner's email is smith@smithcompany.com, all @smithcompany.com emails would be accepted). Additionally, all email addresses associated with active users on your business will be allowed to forward emails. You can also indicate external emails that are allowed to forward emails to the Rho Bill Pay inbox.

You can make Bill Pay payments using the following methods: ACH transfers Wire transfers (domestic and international) Checks Single-use cards Single-use cards allow for faster vendor payments and enhanced security. They offer: Single authorization Restricted payment amounts The ability to specify the time window for the vendor payment You can view all Vendor Cards in your Cards tab under Vendor Cards . What does it mean to send a Single-Use card payment? When you create a bill under Bill Pay , select a Vendor and choose the Single-Use Card as the payment method, a card is created and an email with the card details is sent based on the "Created/Due" date indicated in the payment line item. The card is nicknamed " [Payee Name] AP Card: [Invoice Number] ". Single-use Cards can be charged one time and are pre-set with the payment amount and a 14-day card usage window. You can edit the 14-day card usage window in Card Settings . Once the card is successfully charged, it becomes invalid. You can send the Single-Use Card details securely to your vendors, and the secure link to the card details expires in 72 hours. Note : There is also an option to choose a Single-Use Limit Type upon creating a card for internal users—learn how in this article . What will the card details look like to the vendor? Vendors will see the payment creator, organization sender, invoice number, as well as the card details needed to approve payment. What happens to used cards in the Rho dashboard? Once a single-use card has been used, it can still be viewed in the Team Cards section of the dashboard. Its status will be changed from Active to Canceled, but the card details are still viewable.

Setting up mappings Once you've connected your accounting software to Rho, you'll need to ensure you've selected the correct AP account that represents your Bill Pay in your accounting software. To do this, head to Accounting > Mapping Rules > Ledgers. Here, you will be able to set up default entity-specific mappings for your desired ledgers. Note: Make sure to do this for all entities that will use the AP solution. You can toggle between entities/subsidiaries via the left-hand navigation, shown below.

You can configure your email notifications for Bill Pay to stay on top of recent activity. Here's how: Log in to Rho. Click the dropdown arrow next to your name in the upper-right corner. Click User Settings . From there, you can adjust your notification preferences. Once in User Settings , switch to the Notifications tab and choose your desired settings in the Accounts Payable section by clicking the applicable checkboxes. Daily Digest emails send at 5pm EST every day if there are 1 or more updates about bills in the system. Weekly Digest emails send at 10 am EST Friday if there are 1 or more updates about bills in the system. Digest emails will summarize recent activity across Bills and Payments. Emails will not be sent in the event that there is no Accounts Payable activity. Daily digest view:

Rho allows clients to efficiently manage their payments by adding payment dates to multiple payments simultaneously through a bulk action. This feature is designed to streamline the payment scheduling process, making it more efficient and less time-consuming. Heres how you can take advantage of this new functionality. Steps to Bulk Add Payment Dates Navigate to the Payments tab on your Rho Dashboard. Go to the Draft table where your pending payments are listed. Select the payments you wish to add a payment date to by clicking on the checkboxes next to each payment. Once you have selected the desired payments, click on the Update Payment Date button at the top of the table. A calendar interface will appear. Select the desired payment date for the selected payments. Confirm your selection to apply the payment dates to the selected payments. This feature is particularly useful for businesses that handle a large volume of transactions and need to schedule multiple payments efficiently. By using the bulk add payment date functionality, you can ensure that your payments are organized and scheduled according to your business needs, all from a single interface. This feature is available for all payment types listed in the Draft table, including checks, ACH, wires, and single-use virtual Rho cards.