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Best Practices for Business Bill Pay

Bill Pay is a convenient tool that gives you the ability to pay your business’s bills online from anywhere at any time. It also gives you the opportunity to authorize other users. While this may be a necessary function to keep your business running smoothly, you should also proceed with caution. One wrong move could cause you a lot of headaches, financial stress and potential fraud. We’ve put together a list of best practices to help protect you when managing your Bill Pay. Please note: There is always more you can do to protect your account, so consider this list a great reference in getting you started.

Allowing Authorized Users

  • Authorized users in Bill Pay should be consistent with authorized users assigned on your Business Account card. Be aware that Avadian does not compare those users listed on your account card to those you have authorized in Bill Pay. It is your responsibility to monitor assigned users on your account(s). Click here to learn more.
  • Never share your personal password; require individual sign-on for all authorized users.
  • Be conservative when assigning permissions to secondary users; use caution when changing default permissions for user type.
  • Remember authorized users DO have access to your business funds.
  • Use the dual signature option and approve all payments prior to submitting transactions.
  • Important to remember – Adding, modifying, or deleting secondary users in the system will not add, modify or remove them on the business account card. Likewise, adding, modifying or deleting authorized users on the business account cards will not add, modify or remove secondary users in the system. Please visit one of our branches, or call us (1.800.248.3526) if you would like to remove an individual from a business account card.

Helping You Prevent Fraud

  • You should continuously monitor transactions and user profiles when you authorize secondary users to Bill Pay.
  • All users should have the four challenge questions set up for security.
  • Set up the 4 types of e-notifications to monitor activity and assist in detecting fraud.
  • “Log Out e-Notifications” (located under “Options” on your Bill Pay homepage) gives a selection list of transaction types that can be monitored. Make time to review this applicable list.
  • “Recurring e-Notifications” (located under “Options” on your Bill Pay homepage) will send a list of all scheduled payments and transfers for a period of time you request.
  • Review all available audit reports.

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