Frequently Asked Questions

To add a new user, simply type in the First Name, Last Name, and Email. Click the green Add New User button that appears.

The invited user will then receive an invitation to their inbox to create their account in MakersHub (shown below).

By default when you add a new user, they will not have any permissions. Be sure to Configure Permissions, Set a Bill Approval Limit, and Select Update when done so that they can properly access MakersHub. Please find more information on adding users here.

When you see numbering after the email like that in the form of "+###" (This is the company's ID within our system) this is our way of keeping track of the same email that is listed for different MakersHub accounts. No need to do anything and this is functioning as it should.

If most bills you Mark as Paid have the same payment method, you can set a default payment method to prepopulate when you mark a bill as paid.

Go to MakersHub and click on your name in the top right-hand corner and select Admin Settings. Under the Bill Settings tab, navigate to Bill Processing and click the down arrow to expand the section.

Click the drop down next to Default Mark as Paid Account.

Select the payment account you would like to have prepopulated.

Click Update Settings.

Now when you mark a bill as paid, the Payment Account will be prepopulated with the selected account.

To assign the default Net Terms Discount Account, click on your name in the top right corner and navigate to Integrations.

Select the Chart of Accounts Tab. On the right-hand side, you will find a column titled Net Terms Discount Account. From this drop down, you can select the GL Account the discount should be applied to. Click Update Settings.

MakersHub creates an item on each bill for $0 that stores the URL of the bill and supporting documents. These are automatically assigned to the first COGS account we find in the chart of accounts. Should you want to change the expense account associated with the item, follow the steps below:

In your QuickBooks Online, click on the gear icon in the top right hand corner and select products and services.

In the search bar type "MakersHub". You should see both the MakersHub Bill Record and the MakersHub Document Record. Click Edit.

Under the expense account dropdown, select the account you want the MakersHub Bill Record to post to. Check the button below to Also update this account in historical transactions. Then click Save and close.

New accounts and segmentation should first be created in QuickBooks which will then flow to MakersHub via our 2-way sync.

Users will experience the following “Insufficient permission” error when they have been added to a MakersHub account but lack any configured permission access.

To resolve this issue, the user must contact their admin to get the appropriate permissions configured and Default Page accordingly assigned under Name > User Settings:

Reference the following support article for an explanation of the above permissions: Add Users and Configure Permissions.

Navigate to the Financial page and click on the Bills tab. Click the down arrow next to Count in the top left corner of the screen.

Select the Sort by criteria and the Order.

MakersHub automatically identifies a bill with a negative invoice amount as a credit, and when approved will automatically create a vendor credit on your behalf in QuickBooks.

This is typically a Microsoft 365 related error which we see frequently. The error message at first glance appears that our mailbox is rejecting:

However, further down you can see an error saying that external forwarding is not allowed:

To solve this error and set up auto-forwarding on Office 365, we need to forward all emails to a distribution group. Within this distribution group, we would add Your_MH_AP_Email@makershub.ai as a member. This would allow you to forward emails to the group which would in turn be sent over to MakersHub.

In some instances, users may want to record an invoice that is received without a physical bill. To manually add a bill:

1. Navigate to the Bills page and click Action>Add Manually in the top right-hand corner.

2. Input the Supplier Name, enter the Invoice Number, Due Date, and Amount.

3. Click Add a bill.

Now, you have an bill created in the Review Bills page that can be approved and processed for payment.

Images larger than 100KB’s are processed as bills in MakersHub. Should you have an image in your signature be processed as an image, you can train MakersHub to ignore these specific images sizes. Click here to learn more.

Filters can be created on any one of the tabs in MakersHub.

Quick filters allow you to find specific bills by Tag, Vendor, Approver, or Number/Total.

You can create an advanced filter by selecting the Create Filter button left of the filter drop downs.

Add a Filter Name to save and reuse the filter in the future.

Click Select Filter to set the filter criteria. Then Select operator and the trigger in which the filter will activate.

Click the blue AND button to add an additional field.

Should you want only one condition be met to trigger the filter, click Match ALL conditions to switch to Match ONE conditions. This will flip the conditions from AND to OR.

Once you have entered the conditions in which you want your filter to activate, select Apply Filter.

The filter has been applied, there are a few actions you can take. From left to right:

• Click the Down Arrow with four lines to sort through filter results.

• Click the Calculator to download the bill/receipt data to an Excel file.

• Select the Cloud icon to download the bills/receipts to pdfs.

• Clear Filter to toggle off the filter and see all of the bills/receipt.

• Click the dropdown arrow beside the current filter name to select a different filter.

• Click the Edit button to make changes to the filter.

• Click the Trash icon to delete the filter.

If no payment terms are found, MakersHub automatically defaults the terms to 30 days. To change a vendor’s payment terms:

Open the bill you want to change, and click the search icon next to Terms.

Type in the desired payment terms and click the blue check marks. In the example below, we are setting the payment terms to Net 0. Now all bills from this vendor will be assigned these payment terms.

The check will be mailed within 24-48 hours. Once the check is mailed, you will be able to see a copy of the check. To view payment status, go to Archive>Payments. This will list all the payments that have been processed and a quick overview of their status. Clicking on each of the payment will show you the full contextual thread of its lifecycle, from the creation of the bill through to payment. A reference payment details for the check to Alert 360 is shown below.

Should you have accidentally created a duplicate vendor, you will need to merge the two vendor records in QuickBooks. You may still see the duplicate vendor under your Vendor List, but this will not affect any of the bills in the future as we only reference from your vendor list in QuickBooks. An archive button will be included under Vendor List shortly so that you can hide the duplicate vendor.

Log into QuickBooks. On the left side of the screen click Expenses>Vendors. Scroll down and select the duplicate vendor that you want to remove.

Click the Edit button.

Edit the Vendor Display Name so that it exactly matches the vendor name you want to merge with.

Click Save.

You will then be prompted asking if you would like to merge the two vendors. Click Yes.

In MakersHub, you can Select the duplicate vendor and click Archive.

Bills deleted in QuickBooks will also be deleted in MakersHub unless payment was processed through MakersHub.

When a bill is deleted in MakersHub, the record is also deleted from our server and therefore unrecoverable. We suggest using the Reject feature instead so that you can easily retrieve an incorrectly rejected bill from your Archive.

When a bill is approved, it is synced with QuickBooks. Should you want to make changes to an approved bill, you will first need to unapprove the bill…

From here, you can make edits to the bill and select Approve and the changes will be made effective immediately in QuickBooks Online. Re-run the Web Connector to have the changes reflected in QuickBooks Desktop.

However, if the bill was marked as paid through MakersHub, you need to delete the payment record in QuickBooks before you unapprove the bill.

Unless a bill has been deleted from your system, you will be able to find it under your Bills Archive. Within the Archive, click the Show Active Bills/Receipts checkbox as necessary, adjust date filters to ensure a wide enough time frame, then filter by vendor:

Conversely, toggling between views within your Bills tab can help sort through and find lost bills. Hover over the toggle icon to read the setting description.

Yes, if you click your name and navigate to Integrations, you can toggle on the Simple Audit Memo which will significantly reduce the text that is shown in the audit memo:

By processing through MakersHub, your business is virtually shielded from the external world. There is a single ACH digital connection between your bank and MakersHub's bank. All payments to the payee are through MakersHub's bank. For fraud protection, all our checks are protected with Positive Pay. The only way they can be cashed is if the Check Number, the Payee Name, and the Amount match our record with the bank.

MakersHub requires that users are either Admins or are granted Accounting Access to be able to input vendor payment information. Check with your company’s Admin to be granted permission.

When a vendor adds their payment information, you will receive an email notification.

If their information has not yet been submitted, you can send an email reminder for them to update their payment.

Today, we offer payment remittance to vendors by ACH and physical check.

When we send funds via the ACH network, MakersHub sends remittance information with the full details of the payment. On their bank statement, the details can vary from bank to bank, but we try to provide as much information on the transfer as possible. A sample line on a bank statement (at Chase) that the vendor may receive is shared below which includes:

• Payor Name

• ACH Trace Information

• Invoice Number(s)

• Payee Name

We will notify you of an ACH return along with the code returned from the ACH network. From here, you can either reschedule the payment or cancel and request a refund. Click here to learn more.

When either marking as paid or scheduling payments you can select the amount field and update to reflect a partial payment for a bill.

The bill will continue to sit in the accounts payable tab with the total amount left until the bill is fully paid.

When the check is delivered and subsequently deposited, you will see the delivered timestamp and copies of the deposit slip. Should you have any issues, you can either stop and resend the check or request a refund to your account. Read more about how to handle here.

If a remittance email needs to be resent, go the the payment record under Archive > Payments, select the payment you wish to resend, then click “Email Remittance Details”.

The E-Check option allows you to generate a PDF version of a check that can be printed out and given directly to a vendor. This is for instances where you do not want to mail a check or need immediate access to the check.

The credits that were committed to the transaction will revert back into your account. Further, the transaction record will move from the Payments tab back to the Accounts Payable tab.

Navigate to Name > Billing. Here you can view your total amount of credits, a detailed transaction history, and purchase more more MHPC as necessary.

The amount of Payments Credits required to execute a payment will depend on the amount and the speed at which you want the payment delivered to the vendor. This dynamic structure provides more flexibility around managing and expediting payments in MakersHub. See the following article for more detail: MakersHub Payment Credits

On average, checks will be delivered within 3-5 business days. However, USPS will occasionally return checks with messages reading: Return to Sender. Not Deliverable As Addressed. Unable to Forward, Insufficient Address, Vacant. This typically occurs when an incorrect address is populated.


In some instances, USPS misses sending MakersHub the notification that the check has been mailed. In situations like this, you can click the refresh button in the top right corner where it says ‘Physical Check.’ This will call out the latest update on the payment status if the check is still outstanding:

If you need this check expedited, you can click the Generate E-Check button above that will generate a pdf version of the check which the vendor can print and mobile deposit.

Alternatively, you could issue a stop on this payment and proceed to reschedule. See the following article for more details: Edit, Reschedule, or Stop a Payment

If the debit has been processed and the funds withdrawn from your account, you can cancel the second leg of the transaction that is paying the vendor. This will allow you to reschedule the payment using a different payment method or request a refund. For more information please see the following article: Edit, Reschedule, or Stop a Payment