Tech Tools Are Everywhere—But What’s the Right Bill Pay Solution for Your Business?
Tech Tools Are Everywhere—But What’s the Right Bill Pay Solution for Your Business?
Managing accounts payable (AP) is more than just paying bills—it’s about staying organized, avoiding late fees, managing cash flow, and making life easier by streamlining operations. I just recently came across Gusto’s introduction of a bill pay feature and it left me asking: Which bill pay system is best for my small business clients?
Today, we’re comparing four top tools we see our clients using —Gusto, Ramp, Bill.com, and QuickBooks Online—to help you decide what fits your business best.
QuickBooks Online (QBO) – Best All-in-One for Simplicity
Overview:
QuickBooks Online includes basic bill tracking and payments built into your accounting software.
Pros:
Seamless integration with your books
Easily create and pay bills within QBO
Schedule payments via Melio (no extra login)
Syncs with bank feeds for real-time cash tracking
Cons:
Limited approval workflows
No built-in virtual cards or expense policies
Payment options (ACH, card) vary by vendor setup
Costs:
Free for standard ACH
2.9% fee for credit card payments
$1.50 per mailed check
A win for - Businesses that want a simple, integrated solution with no added software costs. A company that is paying a handful of bills every month.
Bill.com – Best for Complex AP & Approval Workflows
Overview:
Bill.com specializes in accounts payable and receivable automation, with strong routing and approval capabilities.
Pros:
Robust approval workflows and audit trails – great for internal controls
Integrates with QBO, NetSuite, Xero, and more
Auto-import bills, set rules, and schedule payments
Offers international wire payments and 1099 support
Cons:
Extra monthly cost (starts around $45-75/user just for access to the platform and additional charges for ACH and checks)
May be overkill for very small businesses
A win for - Firms or growing businesses with multiple approvers, remote teams, or volume-based payables.
Ramp – Best for Corporate Cards + Bill Pay Automation
Overview:
Ramp is a modern expense management platform with virtual cards, spend controls, and now integrated bill pay.
Pros:
No monthly software fee
Powerful expense policies and real-time tracking
OCR bill capture via email or uploads
Approve and pay via ACH or check
Cash back on Ramp card spend
Cons:
Requires use of the Ramp platform for full benefits
Have to apply to have access to the platform and have at least $20,000 in assets to qualify
Still maturing compared to Bill.com for AP
A win for - Tech-forward companies who want corporate cards + smart bill pay in one.
Gusto – Best for Payroll-Centric Teams
Overview:
Gusto now offers integrated contractor payments and limited bill pay features.
Pros:
Seamlessly pay 1099 contractors
Syncs with accounting systems
Easy onboarding + W-9 collection
Works well if you're already using Gusto for payroll
Cons:
Not a full-featured AP platform
No custom approvals or bill routing
Focus is on contractor and employee pay, not vendors
A win for - Service businesses paying freelancers or contractors, not full vendor networks.
For our visual learners
My Take as a CPA
For small teams with <10 vendors, QuickBooks Online is often enough.
For multi-department firms or scaling service businesses, Bill.com offers control and compliance. Or small teams where internal controls are paramount.
If you’re tech-savvy and want smart cards + automation, Ramp is a great free tool.
If your “vendors” are actually freelancers, Gusto streamlines payments and 1099s.
Need help deciding or setting up your bill pay system? I work with small service businesses every day to optimize their processes and keep cash flow stress-free. Let’s chat.