Biller Genie Integration Setup
Overview
Biller Genie is a payment automation platform that integrates with Pool Office Manager through QuickBooks Online. It automatically sends invoices, follows up with payment reminders, collects payments, and reconciles transactions—saving hours of administrative work.
BillerGenie Onboarding Details and Pricing
Prerequisites
Before setting up Biller Genie, you must have:
1. QuickBooks Online connected to Pool Office Manager
2. Biller Genie account (sign up at billergenie.com)
3. Admin access to POM settings
Important: Biller Genie requires QuickBooks Online integration. The install button will be inactive until QuickBooks is connected.
Setting Up Biller Genie
Step 1: Connect QuickBooks Online (if not already connected)
1. Go to Settings → Integrations → Apps
2. Click Install next to QuickBooks Online
3. Complete the QuickBooks authorization
4. Verify connection is active
Step 2: Install Biller Genie
1. Go to Settings → Integrations → Apps
2. Find Biller Genie in the list
3. Click Install
4. You'll be redirected to Biller Genie authorization
5. Log in to your Biller Genie account
6. Authorize the connection
7. Return to POM
Step 3: Configure Biller Genie Settings
After installation, configure your preferences:
- Invoice delivery preferences
- Payment reminder schedule
- Payment methods accepted
- Branding and messaging
Biller Genie Features
Automatic Invoice Delivery:
When an invoice is created in POM and synced to QuickBooks:
- Biller Genie automatically emails the invoice
- Customer receives professional, branded invoice
- Payment link included in email
Payment Reminders:
- Invoice sent: Initial invoice email
- 3 days before due: Friendly reminder
- Due date: Due today notice
- 1 day past due: Overdue reminder
- 7 days past due: Second reminder
- 14+ days past due: Escalated notices
Customize timing and messaging in Biller Genie settings.
Payment Collection:
Customers can pay directly from invoice email:
- Credit/debit card payments
- ACH bank transfers
- Payment plans (if enabled)
Automatic Reconciliation:
When payment is received:
1. Biller Genie processes the payment
2. QuickBooks is updated automatically
3. Invoice marked as paid
4. Payment syncs back to POM
Workflow Overview
1. Create invoice in POM
2. Invoice syncs to QuickBooks
3. Biller Genie sends to customer
4. Customer pays online
5. Payment recorded in QuickBooks
6. Payment syncs back to POM
Troubleshooting
Invoices Not Sending - Check:
- QuickBooks sync is working
- Biller Genie connection is active
- Customer email address is valid
- Invoice is finalized (not draft)
Payments Not Syncing Back - Check:
- QuickBooks connection is active
- Payment was processed successfully
- Allow up to 24 hours for sync
- Check Biller Genie payment status
Customer Not Receiving Emails - Check:
- Email address is correct
- Check customer's spam folder
- Verify domain isn't blocked
- Test with alternative email
Connection Lost:
1. Go to Settings → Integrations → Apps
2. Disconnect Biller Genie
3. Reconnect following setup steps
4. Verify QuickBooks is still connected
Costs
Important: The Basic Biller Genie plan is included FREE with your POM subscription!
Credit Card Processing (via Fortis): Effective rate approximately 3% - Interchange Plus 0.50% + $0.25 authorization per transaction
ACH/EFT Processing: 0.10% discount rate + $0.50 per transaction ($10.00 return item fee)
Monthly Fees: $10 Statement/Service + $5.95 Regulatory + $10 ACH Service. Support: pom@billergenie.com