How-to guide

How to invoice enterprise customers by wire or ACH and match payments to invoices

In Bunny, give enterprise accounts an invoice template that prints your bank details and set their net payment days, so every invoice tells the customer how and when to pay. When the money lands, connect your US bank through Plaid: Bunny imports deposits nightly, suggests the open invoice each one pays, and a click on Approve records the payment and marks the invoice paid. Without Plaid, record the wire as a manual payment on the invoice.

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Before you start

  • Your bank's wire and ACH details (account name, account and routing numbers, SWIFT for international wires).
  • For deposit matching: a US bank account that Plaid supports. Plaid in Bunny currently covers US financial institutions only.

How to do it in Bunny

  1. 1

    Create an invoice template with your bank details

    Open your entity's invoice settings and add an invoice template for customers who pay by bank transfer. Fill in Bank details with your wire and ACH instructions; they print on every invoice that uses the template. Turn on PO number required if procurement needs a PO on the invoice; the customer then has to enter one when they accept the quote.

  2. 2

    Assign the template and payment terms to the account

    On the account's Billing tab, pick the bank-transfer invoice template and set Net payment days (30, 45, 60). Net payment days become the default on new quotes and set the due date, which is when Bunny's dunning workflows start sending payment reminders to the billing contacts. Use workflows to assign the template automatically by account type, industry or country.

  3. 3

    Connect your bank through Plaid

    Go to Settings > Integrations, add Plaid, choose the entity, set a Synchronization start date and enable it. Click Link a bank account, sign in to your bank and pick the accounts Bunny should read, then click Sync now for the first import. After that, deposits import every night at 2am in the entity's time zone.

  4. 4

    Approve the suggested matches

    Open Billing > Bank transactions. Bunny identifies the customer from the deposit's memo or name (learning from deposits you matched before, with fuzzy and AI name matching as fallbacks) and suggests the open invoice it pays. Check the suggestion and click Approve selected invoices: Bunny creates the manual payment and marks the invoice paid. Use Reject suggestion if it's wrong, or Ignore for deposits that aren't customer payments.

  5. 5

    Handle one wire that pays several invoices

    Bunny never auto-splits a deposit across invoices, so a combined payment shows as Unmatched. Search by account name or invoice number, tick every invoice it covers and approve. Bunny pays them oldest first and leaves any surplus unapplied on the payment.

  6. 6

    Record a payment by hand when needed

    For a check, or a wire into a bank you haven't connected, open the invoice, choose Pay, switch to Manual payment and enter the memo, date and amount received. A partial amount reduces what's due and leaves the rest open.

Worked example: a $96,000 annual invoice paid by wire

Northwind signs a $96,000 annual contract on Net 30. Their account uses the “Bank transfer” invoice template, so invoice INV-1042 goes out on March 1 with your routing and account numbers printed under the totals and a due date of March 31.

On March 27, Northwind’s AP team wires $96,000. The memo reads NORTHWIND INC INV1042.

When What happens in Bunny
March 28, 2am Plaid sync imports the $96,000 deposit
Matching Memo matches the Northwind account; the oldest open invoice for $96,000 is INV-1042, so the deposit is marked Suggested
9:15am Your AR lead opens Bank transactions, sees the suggestion and clicks Approve selected invoices
Result A $96,000 manual payment is created, INV-1042 moves to Paid, and no reminder email goes out

Now the harder case. In June, Northwind sends a single $14,500 wire covering two add-on invoices: $9,000 (INV-1107) and $5,500 (INV-1131). No open invoice is exactly $14,500, so Bunny won’t guess and leaves the deposit Unmatched. Your AR lead searches “Northwind”, ticks both invoices and approves. Bunny pays INV-1107 first, then INV-1131, and both close in one step.

Total time on cash application for the quarter: a few minutes, and no bank statement downloads.

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FAQ

Frequently asked questions

Does Bunny post bank deposits to invoices automatically?
Bunny matches automatically and a person approves. Each imported deposit arrives as Suggested (with the invoice it most likely pays) or Unmatched, and nothing is recorded until someone clicks Approve. That keeps partial payments and combined wires in front of a human.
What happens if a customer short-pays a wire?
Record the amount actually received. Bunny applies it to the invoice, reduces the amount due and leaves the invoice open for the balance, so AR aging shows exactly what's still owed.
Which banks work with the Plaid integration?
US financial institutions supported by Plaid. You can link more than one bank account, and each Plaid connection belongs to one entity. Wires into non-US accounts can still be recorded as manual payments.
Can enterprise customers pay by ACH debit instead of sending a transfer?
Yes, through the Stripe integration, which handles card and bank payments using the methods you've enabled in Stripe. Customers who push ACH or wire payments from their own bank are matched through Plaid or recorded as manual payments.
What if I approve the wrong match?
Use Unapprove from the bank transaction's action menu. Bunny removes the payment from the invoice and returns the invoice to due or not due, based on its original due date.