Engine Direct Bill

6 minute read

Article summary

Engine's Direct Bill program makes paying for your company's travel easier and more efficient. Say goodbye to digging through credit card statements, dealing with fraud activity, faxing authorization forms, and maxing out company cards. With Direct Bill, you get one organized statement and streamlined payment options.

How does Direct Bill work?

 

Engine Direct Bill allows members to book travel without a credit card, rolling all company travel costs into one statement. Business Admins can apply through their Account Manager or on the Engine platform. Once approved, Engine sets a credit limit, and then members have the option to pick Direct Bill at checkout. Admins will then receive billable invoices directly from Engine. 

 

 

Direct Bill Application 

 

How to Apply:

  1. Navigate to the Billing page within your Engine account.

  2. Click Get Started.

  3. The approval process typically takes 48 to 72 hours.

  4. Once approved, you will receive an email from Engine detailing your line of credit and your billing date.

 

 

Application FAQs

 

  1. Can I request a specific credit limit?

    1. Yes, however, our Accounting team will still need to perform a credit check to determine the final credit limit.

  2. Can I request to increase my credit limit?

    1. Yes, admins wishing to change their credit limit should contact their Account Manager directly.

  3. Do I have to have a certain amount in my bank account to be approved?

    1. No, but we recommend keeping sufficient funds to cover outstanding balances and avoid overdraft charges when a payment is processed.



 

 

Direct Bill Settings

 

Once approved, administrators will be prompted within their Engine account to activate Direct Bill settings. After setup, travelers logging into their Engine account will be notified that their company has enabled Direct Bill for future trip bookings.

 

Add bank account information for payments or enroll in autopay:

  1. Navigate to the Billing page within your Engine account. 

  2. Click on Payment methods at the top of the page.

  3. Click on Add bank account or Enable Autopay.

  4. You will be prompted to confirm your bank account details using Plaid. 

  5. Once your bank account is successfully linked, it will appear in your list of available payment methods. 

  6. If you would like to pay by wire or check, see the Payment methods page for detailed instructions. 

 

Select who can use Direct Bill for Lodging, Flights and Cars: 

 

  1. Navigate to the Travel Policies page within your Engine account.

  2. Choose to make Direct Bill required, optional, or blocked for each travel policy for Lodging, Flights and Cars.

  3. For Lodging, choose whether to allow Incidentals to be billed to Direct Bill. 

 

 

Control the level of detail members are allowed to see for billing and payments:

 

  1. Navigate to the Billing & Payments page within your Engine account.

  2. Enable Billable Checkbox: Turn this on to let your accounting department know whether a hotel booking is billable to a customer. This information will show up on exported invoices.

  3. Show GSA Per Diem: Turn this on to show General Service Administration (GSA) rates while searching and booking. Local lodging rates are used to set the maximum domestic Per Diem rate for federal travelers. Many companies use GSA rates as a benchmark for travel costs.

 

 

 

 

Direct Bill Payments

 

Paying down your Direct Bill balance

  1. Navigate to the Billing page within your Engine account.

  2. There are several ways to pay your balance:

    1. Paying per Invoice: 

      1. Scroll down to the specific statement you would like to pay.

      2. Click Pay all at the bottom or click the checkbox next to the invoice(s) you want to pay and then click Pay selected.

      3. Select an existing payment method or Add bank account. If adding a new payment method, the Admin will need to connect their bank to their Engine account using Plaid. 

      4. Click Pay. 

    2. Paying the overall balance:

      1. Click on Pay now.

      2. Choose to pay the Payment due, Total balance, or Custom Amount.

      3. Payments cannot be more than the total balance due which means that pre-payments are not possible.

      4. Select an existing payment method or add a new payment method. If adding a new payment method, the Admin will need to connect their bank account to their Engine account using Plaid. 

      5. Click Pay. 

Payment FAQs

  1. How soon can I book using Direct Bill after making a payment? 

    1. Members can once again book with Direct Bill once the payment is processed on Engine’s end. This is not always right after the payment is initiated by the Admin.

      1. Credit card payments usually free up a member's balance within minutes, allowing them to continue booking with Direct Bill. 

      2. ACH payments typically take 1-5 business days to settle. This varies depending on the member's bank and whether the payment was debited or credited. Depending on your account status, credit for future bookings will become available immediately or as soon as the payment completes processing.

  2. When is my Direct Bill balance updated?

    1. Your balance will update at the same time your payment clears within the Engine system. Based on the payment type (credit card vs ACH) this can range from minutes to 5 business days.

  3. Are there payment flexibility options?

    1. Outstanding balances must be paid on or before their due date to avoid potential late fees and penalties. If you are unable to pay in full, our Accounts Receivable team can work with you to find a solution.

      1. Email: AR@hotelengine.com

      2. Phone: +1 720-566-7234 

      3. Hours: Monday-Friday, 8 am-5 pm MST

  4. What is Autopay?

    1. Autopay is an easy way to pay your lodging statements from Engine. We automatically pull payments from your company's bank account, so you don't have to worry about due dates or late fees.

  5. What is ACH?

    1. ACH (Automated Clearing House) is an electronic network used for moving money between bank accounts.

  6. Can I use a savings account to set up Autopay?

    1. Yes, just ensure your savings balance can cover your monthly charges.

  7. Will Engine keep my bank account information?

    1. No, plaid, our secure third-party ACH provider, processes your payments. Once Autopay is activated, your statements will be paid directly from your company’s bank account.

  8. What happens if there aren't enough funds in my bank account?

    1. An overdraft event will be triggered with your bank. Please check with your bank regarding their overdraft policies. If a payment is blocked or fails, you will receive an email notification with instructions on how to proceed. To prevent this, ensure your payments are authorized with your bank.

  9. Why isn’t my Direct Bill showing up as an option when I’m trying to book a stay?

    1. This occurs if your Direct Bill account does not have enough available funds to cover the reservation. Direct Bill will not be available until a payment is made, and an alternative credit card must be used to complete the booking.

  10. How do I get confirmation for a payment I made for a Direct Bill statement? 

    1. Admins can reach out to Engine’s Accounts Receivable team

      1. Email: AR@hotelengine.com

      2. Phone: +1 720-566-7234 

      3. Hours: Monday-Friday, 8 am-5 pm MST

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