Frequently Asked Questions
Find answers about Quick Payable's Salesforce-native accounts payable automation, including invoice processing, approval workflows, payments, integrations, security, implementation, pricing, and support.
Getting Started
What is Quick Payable?
Quick Payable is an accounts payable automation platform that runs natively on Salesforce. It handles invoice capture, approval routing, vendor management, and AP reporting inside your existing Salesforce org. See the full feature list for details.
How is Quick Payable different from traditional AP automation tools?
Many AP automation platforms run as a separate system that you connect to Salesforce. Quick Payable runs inside Salesforce itself, so invoices, vendors, and approvals stay in the platform your team already uses, with no second login or database to maintain.
Do we need Salesforce to use Quick Payable?
Yes. Quick Payable is a Salesforce managed package, installed directly into your Salesforce org from AppExchange. It isn't offered as a standalone, non-Salesforce product.
Who should use Quick Payable?
Finance and AP teams already on Salesforce who want to manage invoice capture, approvals, and vendor data without adopting a separate AP system. It's built to support both small teams handling a lighter invoice volume and larger, multi-entity organizations.
Can Quick Payable scale as our business grows?
Yes. Because it runs on Salesforce infrastructure rather than separate servers, adding users, vendors, or invoice volume doesn't require new infrastructure. Pricing scales with users and invoice volume as you grow.
Invoice Processing & AI OCR
How does Quick Payable capture invoices?
Invoices arrive automatically through a connected email inbox (a Salesforce Email Service address), or can be uploaded manually as PDFs. AI-powered OCR then reads the document and extracts the invoice details. Learn more about AI OCR invoice processing.
What data does Quick Payable extract from invoices?
Fields such as vendor name, invoice number, invoice date, due date, subtotal, tax, total amount, purchase order number, and line items are extracted automatically from PDFs, scans, and images. Extracted data can be reviewed and corrected before an invoice moves forward.
What types of invoices and documents does Quick Payable support?
Standard PDF invoices, scanned documents, and image-based invoice attachments sent by email or uploaded manually, supporting a fully paperless AP process from receipt through approval.
Can Quick Payable detect duplicate invoices?
Yes. Incoming invoices are checked against existing records for likely duplicates, so your team can review a flagged invoice before it's paid twice.
What happens when an invoice has an error or exception?
Invoices with missing data, mismatches, or validation issues are flagged rather than pushed forward automatically, so a team member can review and correct them before approval.
Does Quick Payable support invoice matching?
Yes, including configurable 2-way and 3-way purchase order matching. With 2-way matching, invoice line items are validated against the matching PO line items, covering product, quantity, unit price, amount, and subtotal. 3-way matching adds a check against the corresponding Goods Receipt. If an invoice doesn't meet the configured matching criteria, Quick Payable creates an Exception Record explaining why, for review before approval. Intelligent vendor matching also identifies the correct vendor from an OCR-processed invoice, even when the name or formatting varies from your vendor record.
What's the difference between 2-way and 3-way PO matching in Quick Payable?
2-way matching checks an invoice against its Purchase Order only, which fits most standard purchases. 3-way matching adds a check against the Goods Receipt as well, confirming the goods or services were actually received before the invoice is approved, which suits higher-value purchases or industries where receiving accuracy matters more. Which one applies is configurable rather than fixed. See our release notes for when this shipped and what else came with it.
Approval Workflows
Can Quick Payable automate invoice approval workflows?
Yes. Once an invoice is assigned to a user, approval is automatic up to that user's configured monetary limit. Learn more on our invoice approval page.
How are approval limits and routing configured?
Quick Payable doesn't use generic, multi-criteria approval rules. Instead, each user is configured with a Role, a Manager, and a Monetary Approval Limit. If an invoice is within a user's limit, they can approve it directly; if it exceeds their limit, it routes automatically to their configured manager. Full routing logic is covered in our workflow documentation.
Does Quick Payable support multi-level approvals?
Yes, through the Manager escalation built into the Monetary Approval Limit setup: an invoice can move through more than one approver as amounts exceed each person's limit.
What happens if an approver is unavailable?
Delegation and out-of-office routing are part of a standard implementation, so invoices don't stall waiting on a single unavailable approver. This is typically tested during setup as part of your approval configuration.
Can finance teams track invoice approval status?
Yes. Invoice and approval status are visible in Salesforce in real time, so anyone with the right access can see where an invoice sits in the process.
Payments
Can Quick Payable pay invoices directly?
Yes. Once an invoice is approved, it can be paid directly from Quick Payable through a built-in BILL payment integration, using connected bank accounts or cards, rather than only being exported for payment elsewhere.
What payment methods does Quick Payable support?
Payments run through BILL and support connected bank accounts and cards, secured with BILL's own authentication and multi-factor authentication.
How is invoice payment status tracked?
Each invoice moves through a clear status, including Waiting For Payment and Paid. Quick Payable periodically checks BILL for payment updates and marks an invoice Paid automatically once payment clears, and users can manually refresh the status when needed.
Vendor & Invoice Management
Can Quick Payable manage vendor information?
Yes. Vendor records store contact details, payment terms, and default GL codes or cost centers, which new invoices from that vendor can inherit automatically.
Can we migrate existing vendor and invoice data?
Vendor records can be imported in bulk or added gradually as new invoices arrive. Historical invoice records are a different story: Quick Payable is designed to manage invoices going forward rather than as a historical archive, so if you need past invoice data for reporting, that's planned separately from live AP workflow data. Details are in our implementation documentation.
Does Quick Payable support multi-entity or multi-company AP?
Yes. Approval hierarchies, vendor records, and reporting can be kept separate by entity or subsidiary, with admin responsibility assigned per entity if different people own AP for different business units. See our administration guide for how this is configured.
Salesforce
Is Quick Payable built natively on Salesforce?
Yes. Quick Payable is a Salesforce managed package that stores invoices, vendors, approvals, and users as native records in your own Salesforce org, not in a separate database.
Can Salesforce users manage AP without leaving Salesforce?
Yes. Capturing invoices, approving them, managing vendors, and reviewing AP reports all happen inside Salesforce, using the app's own tabs and your existing Salesforce login. Our user guide covers day-to-day tasks for both AP staff and approvers.
Is Quick Payable listed on Salesforce AppExchange?
Yes. Quick Payable is distributed as a managed package on the Salesforce AppExchange, which requires passing Salesforce's own security review before publication.
ERP & Accounting Integrations
Can Quick Payable integrate with ERP or accounting systems?
Yes. Quick Payable supports direct sync with select ERP and accounting systems such as SAP, plus CSV or Excel export/import for systems without a direct connection yet. See our ERP integration overview.
Can Quick Payable integrate with other systems through the Salesforce API?
Yes. For custom integrations beyond the built-in ERP connections, Quick Payable data is accessible through the Salesforce API, REST, SOAP, and Bulk APIs, plus Platform Events, which supports middleware like MuleSoft. Details are in our integration documentation.
How does Quick Payable sync data with other systems?
Depending on the system, that's a direct sync, a custom integration built on the Salesforce API, or a CSV/Excel export and import.
Can data be exported for accounting, audits, or reporting?
Yes. Invoice details, approval history, and status changes are visible in Salesforce reports and dashboards, and can be exported like any other Salesforce data.
Security & Audit
Is Quick Payable secure?
Quick Payable doesn't maintain a separate security system. AP data lives in your Salesforce org and is covered by your organization's existing Salesforce security model, including authentication, permissions, and access controls. See our security page for more detail.
Does Quick Payable support user permissions and access controls?
Yes, through two application roles, QP Admin and QP Staff, layered on your existing Salesforce profiles and permission sets. Field-level security can restrict sensitive fields, like vendor banking details, to only the roles that need them.
Does Quick Payable provide a complete audit trail?
Yes. Invoice, approval, and vendor actions are logged automatically, so admins don't need to configure separate logging for basic audit needs. Organizations that need extended logging can layer on Salesforce tools such as Event Monitoring or Shield, where licensed. See our security documentation for the full access and audit model.
Does Quick Payable use Salesforce security controls like MFA and SSO?
Yes. Multi-factor authentication is enforced through your Salesforce org's identity settings and applies to Quick Payable automatically. Single sign-on and SAML, where your organization uses an external identity provider, are configured at the Salesforce org level.
Reporting & Analytics
What AP reporting does Quick Payable provide?
A real-time AP dashboard shows invoice status, upcoming payments, and spend by vendor, built using standard Salesforce reporting tools. Full detail is in our reporting documentation.
Can users monitor invoice approval and payment status?
Yes. Approval cycle time, invoice status, and payment status are all visible on Salesforce dashboards, updated as invoices move through the process.
Implementation
How long does Quick Payable take to implement?
It depends on complexity. A minimal setup with no integrations can go live in 1 to 2 days, while a fully custom, multi-system rollout can take 6 to 10 weeks. Most rollouts fall somewhere in between. See the timeline breakdown on our pricing page.
What does the implementation process include?
A typical rollout moves through discovery and planning, Sandbox configuration, data and integration setup, user acceptance testing, and go-live. Our getting started guide walks through the initial setup step by step.
Does Quick Payable provide implementation support?
Yes. Implementation support covers discovery, configuration, and setup work, and is scoped based on your complexity level rather than a fixed one-size-fits-all package.
Can Quick Payable be customized for our AP workflow?
Yes, within its approval model. Implementation configures user roles, monetary approval limits, and manager escalation to match your actual approval hierarchy, along with vendor coding defaults and permission sets. It isn't a generic workflow rule builder, but the setup is tailored to how your team actually approves invoices.
Pricing & Trial
How does Quick Payable pricing work?
Pricing has two parts: $100 per user, per month (billed annually) if you already have Salesforce, plus $0.50 per invoice processed. Implementation is a one-time fee from $0 to $10,000 depending on setup complexity. Full details, including a cost calculator, are on our pricing page.
Is Salesforce licensing included with Quick Payable?
No. Salesforce licensing is separate. If you don't already have Salesforce, plans start at $250 per user, per month, which includes the required Salesforce subscription along with Quick Payable.
Is there an implementation fee?
It depends on complexity. Many teams with a minimal, standard setup start at $0; more complex rollouts with custom workflows or multiple integrations range up to $10,000.
Are there any additional or hidden fees?
Quick Payable's standard pricing includes the per-user subscription, per-invoice processing fee, and applicable implementation fee. Any additional requirements or services are discussed and disclosed during the sales and implementation process.
Is there a free trial?
Yes. Quick Payable offers a 15-day free trial with no credit card required.
Can I request a custom quote?
Yes. Businesses with high invoice volumes or 50+ users may qualify for custom pricing. Contact our team for a personalized quote.
Support
What support is included with Quick Payable?
Support is available by email and chat, alongside dedicated onboarding help during implementation.
Who can we contact for technical or product support?
Check our troubleshooting documentation for common setup issues first, or contact our team directly for anything else.
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