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Rules are the logic engine behind Bill Pay. Each rule defines conditions (when should this rule fire?) and actions (what should happen?). Evaluation has two phases:
  1. GL coding — first matching active GL rule wins (creation order). Later GL rules are skipped.
  2. Routing — every matching active routing rule fires. Destinations are deduplicated so each destination receives the bill only once.

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Rule types

Bill Pay has two types of rules, evaluated in sequence: GL coding rules are evaluated first, then routing rules. This means a bill can receive a GL code and be forwarded in the same evaluation pass.

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Creating a rule

1

Choose a rule type

Go to Bill Pay > Rules and click New rule. Select either Add GL coding rule or Add routing rule.
2

Name your rule

Give the rule a descriptive name (e.g., “Northeast electricity to AP team”) and optionally add a description explaining its purpose.
3

Build conditions

Drag condition blocks from the palette onto the canvas. Each condition tests a specific field against a value — for example, “Commodity equals Electricity” or “Total charges is greater than 1000.”
4

Add logic groups

Drag AND group or OR group from the palette. Switch a group to NOT on the canvas if you need to invert it — NOT is not a separate palette item.
5

Configure actions

For routing rules, drag actions onto the canvas: Forward to email, Route to AP integration, Request funds, or Notify user. For GL coding rules, fill in the auto-added Assign GL code field — you do not drag a separate GL action block.
6

Preview and save

The builder PREVIEW panel updates as you edit (use the refresh icon if needed). It tests conditions against recent bills; it does not simulate which actions would fire. When ready, click Create & enable (new rules) or Save & enable (edits) to activate immediately, or Save to keep the rule inactive.

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Condition fields

You can build conditions using any of these bill, site, and account attributes:

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Operators

Each condition uses an operator to compare the field against a value (operators available depend on the field):

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Action types

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Routing rule actions

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GL coding rule actions

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Evaluation order

Active rules are evaluated in creation order. There is no drag-to-reorder control on the rules list.
  • GL coding: the first matching rule wins.
  • Routing: all matching rules fire, with destination deduplication so each destination only receives the bill once.

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Dry-run preview

While you edit a rule, the PREVIEW panel auto-tests conditions against your recent bills. It shows how many bills would match, plus sample matches and non-matches. It does not preview which actions would fire.

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Version history

Every time you save changes to a rule, a new version is created. You can view the full edit history by clicking Edit history when viewing a rule. This audit trail shows who changed what and when, making it easy to understand why routing behavior changed.

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Catch-all destination

If a bill doesn’t match any routing rule, it enters a Pending routing state and waits for manual assignment. To avoid this, you can designate a catch-all destination — a fallback that receives any unmatched bills. Set this from the rules page (Set catch-all / Change catch-all), or star a destination on Destinations.