System and method for scanning and processing of payment documentation in an integrated partner platform

• US 10,410,191 B2
• Filed: 06/04/2014
• Issued: 09/10/2019
• Est. Priority Date: 03/14/2013
• Status: Active Grant

• Current Assignee: BILL Operations LLC (Bill Holdings, Inc.)
• Original Assignee: Bill.com, LLC (Bill Holdings, Inc.)
• Inventors: Ceribelli, Henrique Pedreira de Freitas, Chan, Eric, Orttung, Mark, Linscott, Darren
• Primary Examiner(s): Bridges, Christopher
• Application Number:
  US14/295,921
• Publication Number:
  US 20150012422A1
• Time in Patent Office: 1,924 Days
• CPC Class Codes: G06Q 20/042 characterized in that the payment protocol involves at least one cheque
• CPC Class Codes: G06Q 20/0425 the cheque being electronic only
• CPC Class Codes: G06Q 20/102 Bill distribution or payments
• CPC Class Codes: G06Q 20/1085 involving automatic teller machines [ATMs]

Abstract

Embodiments of the present disclosure may be used to scan a check or other payment instrument into an image file and apply a credit to one or more invoices associated with the entity, such as invoices issued by a business partner of the entity originating the check. Where there are multiple invoices outstanding invoices, embodiments of the present disclosure can selectively apply credits to such invoices based on input from the entity and/or based on rules defining how such credit are to be applied to the invoices.

Claims

1. A method for processing a payment instrument using a cloud-based billing system, the method comprising:

retrieving, by a server associated with the cloud-based billing system, a plurality of invoices from one or more business partners, obtaining an identifier for a payor associated with each of the plurality of invoices, and storing the plurality of invoices with respective identifiers locally in a memory of the server that is remote from a first computing device;

receiving, from the first computing device, a scanned image of the payment instrument at the server over a network connection;

performing, by server associated with the cloud-based billing system, an optical character recognition (OCR) on the scanned image;

identifying, by the cloud-based billing system server, via the OCR performed on the scanned image, an entity originating the payment instrument using an identifier on the payment instrument;

identifying, by the cloud-based billing system server, one or more local invoices of the plurality of invoices associated with the entity originating the payment instrument by matching the identifier on the payment instrument to the respective identifiers of the one or more local invoices, wherein the one or more local invoices are stored locally in the memory of the server;

closing out, by the cloud-based billing system server, the one or more local invoices stored in the memory of the server by applying a credit based on the OCR performed on the scanned image of the payment instrument;

instructing, by a local expanded application program interface (API) associated with the cloud-based billing system server, a remote API executed at a second computing device to access third-party accounting software and identify a set of invoices that are outstanding in the third-party accounting software and determine one or more remote outstanding invoices associated with the one or more local invoices stored in the memory of the cloud-based billing system server; and

synchronizing, based on the instructions communicated between the local expanded API and the remote API over a network, the credit applied to the one or more local invoices stored in the memory of the server with the one or more remote outstanding invoices in the third-party accounting software, thereby closing out the one or more remote outstanding invoices in the third-party accounting software.

2. The method of claim 1, wherein the applying the credit from the payment instrument includes prompting a user, via the first computing device, to identify invoices to which the credit is to be applied, and wherein the credit is applied by the server in accordance with retrieved rules and the invoices identified in response to the prompts.

3. The method of claim 2, wherein the prompts are provided to the user via a second computer system in communication with the server.

4. The method of claim 2, further comprising generating a set of rules for applying payments to future invoices based on the retrieved rules and the invoices identified in response to the prompts.

5. The method of claim 1, further comprising storing, by the server, the scanned image in the memory for later retrieval.

6. The method of claim 1, wherein the identifying the entity includes comparing information in the scanned image obtained from the OCR performed on the scanned image by the server to information regarding the entity originating the payment instrument that is stored in the memory.

7. The method of claim 1, wherein the payment instrument is a paper check, and wherein the scanned image of the paper check includes a scanned image of a front of the paper check.

8. The method of claim 1, wherein the payment instrument is a paper check, and wherein the scanned image of the paper check includes a scanned image of a back of the paper check.

9. The method of claim 1, wherein the payment instrument is a paper check, and wherein the scanned image of the paper check includes a scanned image of a front of the paper check and a back of the paper check.

10. The method of claim 1, wherein the payment instrument is a paper check, and wherein the scanned image of the paper check includes a scanned image of a front of the paper check and retrieving, from the memory, a standard endorsement image associated with the entity originating the payment instrument.

13. The method of claim 1, further comprising determining a viability metric for the scanned image, and prompting, if the viability metric is below a predetermined threshold, over the network connection via the first computing device for rescanning of the payment instrument.

14. The method of claim 13, wherein closing out one or more invoices stored in the memory of the server with the credit further comprises:

retrieving a set of rules for applying the credit from the memory, and

applying the credit in accordance with the set of rules, wherein the set of rules is generated based on previous input from the entity originating the payment instrument.

15. The method of claim 14, further comprising sending verification information to the first computing device over the network connection, the verification information including a credit amount from the payment instrument and information associated with the one or more local invoices, the verification information being displayed by the first computing device for review.

16. The method of claim 1, wherein the remote API is downloadable as a plug-in from the cloud-based billing system.

11. A non-transitory computer-readable medium storing instructions thereon for processing a payment instrument using a cloud-based billing system that, when executed by a processor associated with the cloud-based billing system, cause the processor to perform a method comprising:

retrieving a plurality of invoices from one or more business partners, obtaining an identifier for a payor associated with each of the plurality of invoices, and storing the plurality of invoices with respective identifiers in a memory;

receiving, at a server associated with the cloud-based billing system over a network connection from a first computing device, a scanned image of the payment instrument;

performing an optical character recognition (OCR) on the scanned image;

identifying, via the OCR performed on the scanned image, an entity originating the payment instrument using an identifier on the payment instrument;

identifying one or more local invoices of the plurality of invoices associated with the entity originating the payment instrument by matching the identifier on the payment instrument to the respective identifiers of the one or more local invoices, wherein the one or more local invoices are stored locally in the memory of the cloud-based billing system server;

closing out, at the cloud-based billing system server, the one or more local invoices stored in the memory of the server by applying a credit based on the OCR performed on the scanned image of the payment instrument;

instructing, by a local expanded application program interface (API) associated with the cloud-based billing system server, a remote API executed at a remote computer and associated with third-party accounting software to access the third-party accounting software and identify a set of invoices that are outstanding in the third-party accounting software to determine one or more remote outstanding invoices associated with the one or more local invoices stored in the memory of the cloud-based billing system server; and

synchronizing, based on the instructions communicated between the local expanded API and the remote API over a network, the credit applied to the one or more local invoices stored in the memory of the cloud-based billing system server with the one or more remote outstanding invoices, thereby closing out the one or more remote outstanding invoices in the third-party accounting software.

17. The non-transitory computer-readable medium of claim 11, the instructions further comprising:

determining a viability metric for the scanned image, and re-scanning, by the first computing device, the payment instrument to generate a second scanned image in response to the viability metric being below a predetermined threshold.

18. The non-transitory computer-readable medium of claim 17, wherein closing out one or more invoices stored in the memory of the server with the credit further comprises:

retrieving a set of rules for applying the credit from the memory, and

applying the credit in accordance with the set of rules, wherein the set of rules is generated based on previous input from the entity originating the payment instrument.

12. A cloud-based billing system for processing a payment instrument, the system comprising:

a remote application program interface (API) provided for a remote computer in communication with a server associated with the cloud-based billing system over a network connection;

a server associated with the cloud-based billing system comprising;

a processor; and

a memory storing computer-readable instructions thereon that, when executed by the second processor, cause the processor to;

retrieve a plurality of invoices, obtain an identifier for a payor associated with each of the plurality of invoices, and store the plurality of invoices with respective identifiers in the memory of the cloud-based billing system server;

receive, from a first computing device, a scanned image of the payment instrument;

perform an optical character recognition (OCR) on the scanned image;

identify, via the OCR performed on the scanned image, an entity originating the payment instrument using an identifier on the payment instrument;

identify one or more local invoices of the plurality of invoices associated with the entity originating the payment instrument by matching the identifier on the payment instrument to the respective identifiers of the one or more local invoices, wherein the one or more local invoices are stored locally in the memory of the cloud-based billing system server;

close out, by the cloud-based billing system server, the one or more local invoices stored in the memory of the server by applying a credit that is generated via the OCR performed on the scanned image of the payment instrument;

instruct, over a network communication, utilizing a local expanded application program interface (API) associated with the cloud-based billing system server, a remote API to access third-party accounting software and to identify a set of invoices that are outstanding in the third-party accounting software to determine one or more remote outstanding invoices associated with the one or more local invoices stored in the memory of the cloud-based billing system server; and

synchronize, based on the instructions communicated between the local expanded API and the remote API over the network connection, the credit applied to the one or more local invoices stored in the memory of the cloud-based billing system server with the one or more remote outstanding invoices in the third-party accounting software, thereby closing out the one or more remote outstanding invoices in the third-party accounting software.

19. The system of claim 12, the instructions further causing the system to determine a viability metric for the scanned image, and re-scanning, by the first computing device, the payment instrument to generate a second scanned image in response to the viability metric being below a predetermined threshold.

20. The system of claim 19, wherein the instructions for closing out the one or more invoices stored in the memory of the server with the credit further comprise:

retrieve a set of rules for applying the credit from the second memory, and

apply the credit in accordance with the set of rules, wherein the set of rules is generated based on previous input from the entity originating the payment instrument.