BPAY Help For Business Users

Billing with BPAY
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Who uses BPAY?

BPAY is used by around 75% of Australia’s bill paying customers*, and is offered by more than 150 financial institutions and is offered on over 45,000 bills. This makes it Australia’s most widely-used bill payment service.

In recent years, increased access to the Internet has seen phenomenal growth in the number of BPAY payments processed, with BPAY now processing more than 26 million individual payments each month. Of these, more than 90% are made online.

To join the thousands of businesses already using BPAY to help manage their billing, talk to your financial institution or contact us today.

* TNS Research Nov 2011

What are the benefits of becoming a BPAY biller?

If you’ve ever paid a bill with BPAY, you know how fast and easy BPAY could be for your customers. And BPAY has real benefits for your business too.

Offering BPAY as a payment method can help you save time and money, with easier billing, fast electronic payments and streamlined reconciliation. So you can spend less time chasing payments and more time working on your business.

Here are just some of the ways BPAY can help your business:

  • Accelerate cash flow. Receive cleared funds in your account on the next Banking Business Day^ — and say goodbye to chargebacks and bouncing cheques.
  • Simplify reconciliation. Track bills with minimal effort with daily payment files designed for easy importing into your accounting system.
  • Manage your overheads. Spend less time and money preparing and chasing bills, and more time running your business.
  • Delight your customers. Give them the security and confidence of Australia’s most popular billing service**.
  • Enjoy marketing support. Build your brand and promote the benefits of fast electronic payments, with support from the BPAY marketing team.

** Based on BPAY Usage and Attitude survey, 2011

^ Banking Business Day means a day on which banks in Sydney or Melbourne are able to effect settlement through the Reserve Bank of Australia.

How does BPAY work?

Using BPAY as a billing and payment collection tool is easy. Here’s how it works:

  • Paying

    First, you send your customer an invoice or bill that displays a BPAY logo, your BPAY Biller Code and their Customer Reference Number (CRN).

    When they’re ready to pay, your customer logs on to their phone, online or mobile bank, and selects the option to pay bills with BPAY.

    They’ll be asked to provide the Biller Code, CRN and amount to pay, and to choose an account to pay from, whether cheque, savings or debit card account. If you’ve decided to accept payments from credit card accounts, they can also pay from their credit card account (remember, there are no chargebacks with BPAY).

    They choose the payment date, confirm the payment, and they’re done. They can also schedule the payment for a future date.

  • Processing

    Your customer’s financial institution will now check the transaction details, before debiting the customer’s account and including the information in a payer details file.

    The file has everything we need to process the payment, but does not contain any of your customer’s personal details, except the bank account type they paid from. So you can be confident their security is protected.

    The file comes to us at BPAY for processing — every Banking Business Day^.

  • Settlement

    At the end of each Banking Business Day^, we get to work processing the payer details files from all of our financial institution members, before sending them each a report showing their net position. That allows settlement to take place.

    We also send each Biller Institution a biller details file which contains information about the bills which have been paid by their customers.

  • Reporting

    That brings us to the final step: reporting. Your financial institution sends you a customised payment information file, with everything you need to update your receivables system and keep track of payments.

  • And you're done!

    To pay more than one bill simply repeat the process as many times as you need.

Watch a short demonstration of how BPAY bill payments work

^ Banking Business Day means a day on which banks in Sydney or Melbourne are able to effect settlement through the Reserve Bank of Australia.

How do I become a BPAY biller?

To become a BPAY biller, simply contact your financial institution.

Can an overseas business become a BPAY biller?

Unfortunately, if your business is based overseas you can’t become a BPAY biller. BPAY is only available for businesses in Australia.

What does BPAY cost?

BPAY is a service delivered through your financial institution which set fees for billing with BPAY. When you use BPAY, the BPAY Scheme is paid fees relating to processing costs and BPAY Scheme membership by participating members. Contact your financial institution to find out more.

What is a Master Biller arrangement?

In a Master Biller arrangement, a business signs up to help other businesses offer BPAY payments to their customers — similar to a payment clearing house. The Master Biller takes on the billing, receipting, and reporting for BPAY payments, as a service to their Sub-billers. In return, the Sub-Billers pay the Master Biller a fee.**

As a result, Master Biller arrangements could offer the following benefits for Master Billers and Sub-Billers alike:

Potential Benefits for Master Billers
  • More revenue. Earn extra revenue from transaction fees paid by your Sub-billers.

  • Stronger business relationships. Form lasting relationships with your business customers with value-added services that could save them time and money, including daily bank reconciliation files, automated reconciliation of receivables, receivables management services, outsourced billing services and more!

  • Support franchisees. Support your franchisees by helping them process payments, while maintaining an overview of their payment volumes and values.

Potential Benefits for Sub-Billers
  • Faster cash flow. Enjoy cleared funds in your business account, without the risk of chargebacks.

  • Lower overheads. BPAY can assist your business to streamline your billing and payment reconciliation process, helping you to reduce your overheads.

  • Less administration. Your Master Biller can take care of analysing receivables transactions, and deals with the Biller Institution for you, freeing up time so you can focus on your business. Your Master Biller may even offer a full billing and collection service on your behalf.

  • A trusted way for your customers to pay. Customers know and trust the BPAY symbol , making it a secure and convenient way for them to pay.*

 

* Based on BPAY Usage and Attitude survey, 2011

**Fees are set by the Master Biller and agreed with the Sub-Biller.

Who can become a Master Biller?

There are two main types of Master billers.

  • Member Master Biller are BPAY Biller Institutions — financial institutions who are members of the BPAY Scheme.

  • Master Billers are businesses signed up to the BPAY Scheme by a Biller Institution.

 

Master Biller arrangements may be appropriate for businesses in industries with a high number of sole traders or franchisees, or which receive frequent payments from a large number of different sources. For example, Master Biller arrangements may be suitable for businesses in:

  • Property rental

  • Child care

  • Education

  • Retail

  • Strata management

  • Building services

  • Accounting

 
What payment methods do I need to offer?

As a BPAY biller, you get to choose which payment methods you would like to offer your customers through BPAY. Here are the options:

  • Debit accounts (saving and cheque accounts)

  • Debit card accounts

  • Credit card accounts

Is it safe to accept BPAY payments from a credit card account?

Yes. When you accept a payment from a credit card account, you’ll enjoy cleared funds in your account the next Banking Business Day^ following payment, with no risk of credit card chargebacks. Further, the payment is made from within the secure environment of the customer’s online, mobile or phone bank.

^Banking Business Day means a day on which banks in Sydney or Melbourne are able to effect settlement through the Reserve Bank of Australia.

Can I set value limits for our BPAY payments?

For each Biller Code your business uses, you need to set an upper and lower payment limit. You can also set limits for different payment methods if you choose.

For more information on limits and other BPAY biller requirements, see your Biller Operations Manual, or speak to your financial institution.

BPAY QR codes on bills
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What is a QR code?

Quick Response (QR) codes are 2-dimensional bar codes which enable a mobile phone or tablet to access information about a product, service or person by scanning the code either from paper or electronic media.

What happens if a customer scans a BPAY QR Code with a generic QR Code reader rather than a BPAY QR Code reader within their mobile banking application?

Your Customer will be directed to a web page which will instruct them to scan the QR Code using the BPAY QR Code reader from within their Financial Institution’s mobile banking app. Customers of Financial Institutions that have not implemented QR Codes will not be able to scan the BPAY QR Code.

How do I generate a QR Code?

QR Codes can be generated by your Printer or Bill Service Provider, based on your payments (and/or BPAY View) information.

The display of the QR Code and associated BPAY Branding/Payment or BPAY View registration options will need to adhere to the BPAY Brand Guidelines. Approval needs to be sought from your Financial Institution prior to it appearing on the bill, as per current requirements.

When can I implement QR Codes on my bills?

QR Codes can already be implemented on your bills even if your Financial Institution has not yet implemented QR Code functionality. Customers of Financial Institutions that have not implemented QR Codes will not be able to scan the BPAY QR Code.

Does camera resolution and/or screen resolution make a difference when a customer is scanning a QR C

Mobile banking applications are generally developed for use on smart phones or tablets. These devices should have the required resolution to accurately read the QR Codes.

Which Financial Institutions offer the QR Code scanning functionality to your customers?

Currently, these Financial Institutions support QR code scanning through their mobile banking applications:

Sending bills with BPAY View
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What is BPAY View?

BPAY View is a bill presentment and payment service that makes it easier and faster for your customers to pay, with convenient and secure payments direct from their online or mobile bank.

With BPAY View, your customers will see their bills when they log on to their online or mobile bank, with the option to pay straight away or schedule payment for later. BPAY View is already supported by over 65 financial institutions around Australia, covering 94% of BPAY payers, including many of your customers.

For your business, BPAY View can help in managing overheads and putting money in your account faster. And your customers are likely to enjoy the simplicity and convenience of paying bills with a few clicks.

Find out more about BPAY View

How does BPAY View work?

BPAY View makes it easier and faster for your customers to pay, with convenient and secure payments direct from their online or mobile bank.

Watch a short demonstration on how BPAY View works

What are the benefits for my customers?

BPAY View makes it easy for your customers to view, pay and store bills and statements, all in the same convenient and secure location. Instead of getting bills in the mail and having to visit each biller’s site to pay online, your customers can view and pay bills directly from their online or mobile bank.

Here’s a summary of how your customers can benefit from BPAY View:

  • Easy access. Customers can access their bills anytime and from anywhere through BPAY View on their online or mobile bank.*

  • Convenience. Customers can view and pay multiple bills from multiple billers all in the one location, making it faster and easier to pay.

  • Choice. Your customers can choose to use any payment method you allow, including BPAY.

  • Organisation. Bills can be viewed, paid and stored in one electronic location — no more filing required.

*BPAY View is accessible anywhere and anytime your customers have access to online or mobile bank.

Do my customers have to pay by BPAY?

When your customers view their bills on BPAY View, they can choose to pay them with any of the payment methods you allow — it doesn’t have to be by BPAY.

However, if they do pay by BPAY directly from BPAY View, the Biller Code and Customer Reference Number are automatically filled in, making it faster and even more convenient to pay.

How do I become a BPAY View biller?

To become a BPAY View biller, first contact your financial institution.

We’ll work with you, your financial institution and your Bill Service Provider to help test and implement your BPAY View system. The time this takes can vary, but you should be up and running between 4 to 6 weeks.

How long does it take to implement?

Setting up BPAY View for your business generally takes between 4 to 6 weeks, with most of the work done by your Bill Service Provider.

If you choose to host your bills on your own website, we may be able to get you up and running even sooner.

Is BPAY View compatible with my billing system?

BPAY View can be used together with any proprietary bill presentment option, such as direct to consumer emails. So whether you host your bills on your own website, or through a Bill Service Provider, we can usually get you up and running between 4 to 6 weeks.

When your customers receive their summary bill from their online banking service, they can click through to see the detailed bill, potentially driving extra traffic to your site. In this way, you can use your bills to increase customer engagement, or create an effective and targeted sales and marketing tool.

What does BPAY View cost?

Because BPAY View is a service delivered through your financial institution’s online or mobile bank, they set fees for billing with BPAY View. When you use BPAY View, the BPAY Scheme is paid fees by the participating members relating to processing costs and BPAY Scheme membership. Contact your financial institution to find out more.

Will it work for my business?

We understand that a BPAY View implementation can feel like a big step. So we’re happy to work with you and your financial institution to see if BPAY View is the right solution for your business.

We’ll provide you with details of the benefits that BPAY View could offer your business, and discuss what’s involved in setting it up.

To start the conversation, please contact your financial institution

How should I promote BPAY View to my customers?

When you send out a bill, it needs to have the BPAY logo, and your BPAY View registration number — as well as any other information your customer will need to register to receive your bills and invoices.

See the BPAY Brand Guidelines for more information on adding BPAY details to your bill

To get the most from this service and to help your customers get the most from BPAY View, we also suggest additional promotion to increase awareness of your BPAY View Services. Our marketing team can help you with ideas and opportunities to inform your customers about your BPAY View service — please contact us to discuss your options.

You can also find some standard flyers about BPAY View on our Marketing Support Page. You can use this as a basis for your own marketing materials, or simply add your business logo to ours.

Can BPAY View help us reduce our environmental footprint?

Many businesses now include sustainability targets as part of their business objectives. And most of us would like to limit our impact on the environment in our business and daily lives.

Who provides Bill Services for BPAY View?
Bill Service Providers support BPAY Billers and Member financial institutions at multiple points in the BPAY process, including technical certification for BPAY View, software integration, billing and receivables managements, and bill printing.  The following Bill Service Provider organisations have previously successfully obtained BPAY View Biller Certification for current BPAY View Billers:
  • Computershare
  • Fuji Xerox Document Management Solutions (formerly known as Salmat before acquisition by Fuji Xerox Asia Pacific)
  • SecurePay
Other organisations can also become Bill Service Providers and provide services to BPAY Billers (including technical certification for BPAY View) by satisfying the relevant Scheme requirements.  Contact BPAY to find out how to become a BPAY Bill Service Provider.
 
All Billers who wish to offer BPAY View to their customers are required to obtain BPAY View certification and otherwise comply with the technical standards set by the BPAY Scheme.  Billers may directly engage a Bill Service Provider to assist with obtaining technical certification for BPAY View and provide other Bill Services.  Using a Bill Service Provider does not automatically or necessarily mean that a Biller will achieve BPAY View certification. 
 
Additionally, BPAY does not guarantee the quality, fitness for purpose or the results of the Bill Service Provider’s systems, processes or services.  BPAY expressly disclaims any representations to the contrary and any related liability.
 
For further information and details on using a Bill Service Provider, Billers should contact their Member financial institution and obtain a copy of the relevant part of the BPAY Scheme Rules and Operating Procedures.
Troubleshooting
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What is a BPAY error correction and how do I process it?

Here are the five types of error corrections and their causes:

  • Mistaken payments — your customer makes a mistake when paying you with BPAY.

  • Unauthorised payments — access to your customer’s online, mobile or phone bank is compromised by fraud.

  • Reversals — a system error has occurred.

  • Payment traces — a customer makes a payment, but you don’t receive it.

  • Biller initiated error correction — you receive a payment but you don’t know who it’s from.

There are simple procedures for processing these errors that involve both you and your financial institution. You’ll need to contact your financial institution to find out what to do.

What if my customer can’t view their detailed bill in BPAY View?

Usually, your customers can click on their bill summary to access a copy of their detailed bill on your website (or Bill Service Provider’s site).

If they can’t, check your website, or contact your Bill Service Provider to make sure there isn’t an issue with the hosting of your bills.

If you’re still having problems, please contact your financial institution

Is BPAY secure?

Yes. All BPAY payments are made within the secure environment of your customer’s online, mobile or phone bank, so you can be confident that their security is protected.

The only people with access to your customer’s personal or account details are you, your customer, and your customer’s financial institution. BPAY does not receive any of your customer’s personal or account details during the payment process (except the bank account type they paid from).

Is BPAY View secure?

Yes. Like BPAY payments, BPAY View bills are sent and stored within the secure environment of your customer’s online or mobile bank, so you can be confident that their security is protected.

If your customer chooses to pay a BPAY View bill by BPAY, the only people with access to your customer’s personal or account details are you, the Bill Service Provider, your customer, and your customer’s financial institution. BPAY does not receive any of your customer’s personal details or account details during the payment process (except the bank account type they paid from).

BPAY change to branding
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BPAY change to logo
In November 2012 BPAY changed its logo. As part of BPAY’s 15 year Anniversary, the refreshment and modernisation of the logo ensures that the brand continues to be associated with the modern way of paying.

When do businesses need to implement the new BPAY logo?
Billing organisations have an 18 month window from the 1st December 2012 to the beginning of June 2014 to implement the new logo on bills (electronic or paper), information section on web and mobile sites and any printed material. Click here to download the new brand guidelines or logos. If any further assistance is required, please email the BPAY Marketing department at marketing@bpay.com.au.

General FAQs
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How do I change my Biller Institution?

Your BPAY biller service is managed by your financial institution.

If your customer chooses to pay a BPAY View bill by BPAY, the only people with access to your customer’s personal or account details are you, the Bill Service Provider, your customer, and your customer’s financial institution. BPAY does not receive any of your customer’s personal details or account details during the payment process (except the bank account type they paid from).

Find financial institutions that offer BPAY biller services

How do I change my BPAY biller setup?

To change your BPAY biller setup, you’ll need to get in touch with your financial institution. Because they manage your BPAY service for you, they can help you with any setup changes you need.

To help you in your discussions with your financial institution, we’ve created a 12-minute video about some of the setup options and features available in BPAY. The video covers:

  • Activation dates.

  • The biller master file.

  • Un-postable payments.

  • Mistaken and unauthorised payments.

Watch our demonstration about managing your BPAY service

What is a customer reference number (CRN)?

The CRN is a unique 2-20 digit number that appears on every customer bill. It is used to identify the account or bill to be paid without providing any personal information about the customer.

You can use CRNs like account numbers, putting the same CRN on every bill you send an individual customer. Or you can use them like invoice numbers, putting a different CRN on each individual bill. We call that a variable CRN which can be used to track individual transactions for a customer that may receive multiple bills from you within a billing period.

You can even use a CRN that ensures customers can only pay exactly the right amount before a specific date. Called an Intelligent CRN (iCRN), it may be useful for businesses that do not wish to be bound by a contract unless they receive an agreed amount on time, or where there is a requirement for a specific payment to be made in full or by a specified date such as a fine or vehicle registration.

What is a check digit?

The check digit is a special number used in all CRNs calculated from the other digits in the CRN.

It helps make sure your customers don’t enter the wrong numbers, or get the order mixed up when they are making their BPAY payment within internet, mobile or phone banking. So you can generally be confident that the bill they pay is the one they meant to pay.

Find out more about check digits

Where can I get advice on check digit routines?

Your financial institution can help with implementing a check digit routine.

Watch a demonstration about check digits, CRNs and the CRN tool

How can I implement QR codes on my bills?

QR codes are advanced bar codes that may be read by a smart phone or tablet for information on a product, service or person.

By placing a QR code on the bill you send your customers, they may be able to make a BPAY payment or register for BPAY View by scanning the code from their mobile banking app and a couple of clicks, provided their financial institution allows it. They’ll enjoy the speed and convenience, and you’ll enjoy the improved cash flow and easier reconciliation that electronic payments can bring.

Your financial institution can help you set up QR codes for your bills, provide they support them.

What is iCRN and how do I set it up?

An iCRN stands for intelligent Customer Reference Number (CRN). You can use it to set the amount the customer is allowed to pay, or the date it must be paid by.

iCRN may be useful for businesses like insurers that do not wish to be bound by a contract unless they receive an agreed amount on time, or where there is a requirement for a specific payment to be made in full or by a specified date such as a fine or vehicle registration.

Your financial institution can help you set up iCRN for your bills, provided they support it.

What is a Batch payment?

A Batch payment is a way to make multiple BPAY payments at a time to one or more billers — all through a single transaction file.

Do I need to show BPAY details on electronic bills?

Just like your paper bills, your electronic bills need to include the relevant BPAY details. That way your customer has the information they need to pay your bill with BPAY.

You’ll need to include a payment methods section, with a section for the BPAY logo, Biller Code and Customer Reference Number (CRN). Here’s an example:

BPAY

See the BPAY Brand Guidelines for more information on adding BPAY details to your bill.