Optimizing family office finances: Streamlining bill payments with modern accounting software

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Writing, mailing, and processing paper checks can be time-consuming. Worst of all, checks can get lost in the mail or even stolen. Not only are they vulnerable to fraud, but there is also a high risk of adding an extra zero or misplacing a comma. This article explores the benefits of using bill payment software for family offices to mitigate risks and simplify accounting processes.
bill pay software family office

What you need to know

  • Traditional bill payment methods are slow, cumbersome, and insecure. Yet family offices still cling to them due to familiarity and tradition.
  • Incorporating bill-pay software services into family office accounting brings efficiency by consolidating vendors onto a single platform.
  • Modern cloud-based financial management solutions can streamline accounts payable for HNWIs and families with a four-step workflow: capture, approve, pay, and sync.

Software Updated on December 23, 2023

By BILL

Managing family office finances, including bill payments, is complex due to the unique needs of high-net-worth individuals and families. They typically engage in a large number of monthly transactions. For example, offices must manage the bills and keep track of payments to advisory services, charitable donations, property maintenance, and the personal finances of family members.

In addition, it’s not uncommon for family members to live in different regions or countries. That adds further complexity since it involves dealing with multiple currencies and requires collaboration between financial advisors, accountants, and legal experts.

Since family offices are responsible for the financials and maintaining good client relationships, missing payments or overpaying can harm that trust. Therefore, it’s vital that they ‘get it right’ when it comes to bill pay.

Challenges with traditional bill payment processes

Traditional bill payment and accounting processes rely on physical documents such as invoices, receipts, and checks. This reliance on paper documentation can result in delays, lost documents, and audit trail difficulties.

Additionally, traditional accounting processes may lack real-time visibility into financial transactions. That can make tracking expenses, monitoring cash flow, and providing timely financial reporting challenging. It hinders overall efficiency and makes having a consolidated view of financial data difficult.

The problem with traditional approaches

The Federal Reserve Payment Study reports that Americans wrote approximately 11 billion checks in 2021. In 2014, Bank of America estimated that processing a single business check ranges from $4 to $20. The cost included the expenses of buying checkbooks, stamps, and envelopes and the time spent writing, mailing, collecting, and reconciling payments. Taking today’s inflation rate into account, writing checks can be expensive.

Although paper checks are decreasing in popularity, some US family offices still cling to them. Despite their limitations and increased costs, long-standing practices and familiarity contribute to their use. While some principals may prefer paper checks for control and privacy, they may not always be the most efficient payment method for the following reasons:

Time-consuming

Processing paper checks is time-consuming. The manual steps involved, such as printing, signing, mailing, and physical transit time, can delay payments. This inefficiency can impact cash flow and hinder timely financial management.

Labor intensive

Manual handling of paper checks involves significant labor, from preparing them to mailing them and reconciling payments. Since manual processes are prone to errors such as data entry mistakes or discrepancies in amounts, it also takes additional time and resources to rectify. This manual effort increases labor costs compared to electronic payment methods’ automated and streamlined processes.

Security risks

Sensitive information is contained within physical checks, and manually handling bills and invoices can pose a security risk. Theft, fraud, or unauthorized access to payment documents can compromise the security of financial information. Other risks include signature forgery, check alteration, or loss. It is, therefore, crucial to digitize and automate financial transactions to avoid such risks.

Benefits of bill pay services

Incorporating bill-pay services into the overall accounting system can bring numerous benefits to family offices. It allows them to consolidate all their vendors onto a single platform. That reduces the amount of time spent managing multiple service providers separately.

Having a single platform or interface to monitor financial activities, track expenses, and review payment histories is highly beneficial. It reduces the administrative burden and helps mitigate the risk of late payments or missed deadlines. It is particularly vital for avoiding penalties or interest charges.

A solution tailored for family offices

Modern accounting software for family offices can help to streamline financial management processes. One such software is BILL, a cloud-based financial management solution that simplifies the bill payment process for HNWIs and families. It follows a four-step workflow—Capture, Approve, Pay, and Sync—to streamline accounts payable processes. Here’s an overview of each step:

1. Capture

In the capture phase, BILL allows users to gather and centralize invoices and bills in one location. It offers various options for capturing invoices. Users can upload documents easily from their computers or mobile devices. Or, they can have vendors send them to their unique BILL email address. During this step, BILL’s AI capabilities can recognize duplicate documents like invoices that have already been created or paid, helping to save time and avoid double payments.

2. Approve

Once bills are captured, they move to the Approve phase, where authorized individuals review and approve them before payment. BILL makes complex approval policies simple. Users can set up and customize their approval policies based on a wide range of criteria. They can also go through amount or line item amount thresholds. Users can drag and drop rules to meet their unique requirements. Approvers then receive notifications via email or via the mobile app, which helps ensure payments are made on time. Once the bill is approved, it is ready to be paid.

3. Pay

During the Pay phase, BILL simplifies payments to vendors and suppliers through electronic payments. The platform has multiple payment methods. It supports Automated Clearing House (ACH) payments. And with over 5.8 million members, it allows direct payments on the BILL Network. Vendors on the network receive payment status updates and have more visibility into their cash flow. For vendors who prefer physical checks, the platform generates and mails them on users’ behalf.

4. Sync

During the Sync phase, BILL synchronizes payment and transaction data with the user’s accounting software. BILL is compatible with popular accounting solutions such as QuickBooks, Oracle NetSuite, Sage Intacct, and Xero. The sync feature automatically updates transactions and ensures accurate financial records across all platforms. Additionally, it establishes an audit trail in real-time to keep track of all transactions.

Unique benefits for family office operations

Family offices, which manage the financial affairs of high-net-worth individuals and their families, can derive unique benefits from using BILL in their operations:

Centralized platform: Family offices can efficiently manage financial tasks in one central location. BILL consolidates various financial processes into a single platform, including bill payment, approval workflows, and document management. The platform can manage multiple entities within a single account and provide a holistic view, transparency, and efficiency.

Enhanced security measures: Security is paramount for family offices dealing with sensitive financial information. BILL employs robust security measures, including data encryption and secure access controls, providing a safe environment for managing financial transactions and safeguarding confidential information.

Real-time visibility and reporting: Family offices require real-time insights into financial activities for effective decision-making. BILL provides real-time visibility into financial transactions, allowing family offices to track expenses, monitor cash flow, and generate customized reports.

Collaboration: Collaboration is vital in family office operations, where financial advisors, accountants, and legal experts often need to work together. With BILL, communication and collaboration are effortless within the platform. It provides a private and secure space for discussions and document sharing, which results in faster payment processing.

After examining the challenges faced by family offices in managing bill payments and accounting, it is evident that traditional payment methods like paper checks have limitations and inefficiencies. Specialized bill payment software designed for family offices can simplify complex processes and foster collaborative efforts among family members. Modern solutions like BILL offer several advantages, including efficiency optimization, enhanced security measures, and immediate insights into financial transactions for high-net-worth individuals and families.

About BILL

BILL is a leading financial operations platform for accounting, family offices, and small and midsize businesses. Their integrated platform helps businesses to more efficiently control payables, receivables and spend and expense management. Hundreds of thousands of businesses rely on BILL’s proprietary member network of millions to pay or get paid faster.

Written in partnership with

BILL

BILL

Accounting

BILL is a leading provider of cloud-based software that simplifies, digitises and automates complex back-office financial operations for wealth management and family office firms.

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