To cancel a Bill.com subscription, an administrator on the account goes to Settings, opens My Subscription under Billing & Subscription, and selects the cancel link in the line “I want to cancel my service.” Before that submission will go through, every pending payment has to reach a final status, and once the request is accepted the closure takes effect at the end of your current billing cycle with no prorated refund for the unused portion.
Get the Account Ready First
Check Your Permissions
Only users with Administrator or Manage Company permissions can submit a cancellation. You can confirm your access under Settings → Users. Anyone without those permissions will not see the cancel option at all. If the previous administrator has left the company, contact BILL support to restore access before you try to close the account.
Clear Every Pending Payment
BILL will not process a cancellation while any payment is still in flight. Each outgoing payment needs to either finish processing or be canceled by hand. Two situations cover most accounts:
- Scheduled payments: cancel them, or wait for them to process and clear.
- Uncashed, returned, or failed payments: void anything that hasn’t cleared, or wait for it to resolve.
This is where most cancellation requests get stuck. The request sits in limbo until every payment reaches a final state.
Export What You’ll Need Later
You lose dashboard access once the account closes, so download your records first. Under Settings → Import & Export, select Export for each record type: vendor lists, bills, invoices, payments received, and so on. Reports export as CSV from the Reports section in the navigation menu.
If you’ve used BILL to track vendor payments for 1099-NEC or 1099-MISC filing, pull that data too. Export your vendor list from Settings → Legacy Import/Export and run the Payables Cash Details Export from the Reports section for the relevant tax year. The report caps at 5,000 transactions, so break larger date ranges into chunks.
Unlink Your Bank Account
Consider removing your bank account so BILL can no longer draw against it. Go to Settings → Bank Accounts under Bank & Payment Accounts and select Delete from the Actions dropdown. Only a user who was verified on the account can remove it. Deleting a bank account automatically cancels any scheduled payments set to run from it, and if that account was your subscription payment method, it is removed in that role too.
Submit the Cancellation
Once payments are clear and your data is exported, the flow is short:
- Select Settings in the navigation menu.
- Select My Subscription under Billing & Subscription.
- Select the cancel link in the phrase “I want to cancel my service” at the bottom of the page.
- Choose a reason and add any optional comments.
- Select Submit Request or Confirm & Cancel.
BILL then reviews the account to confirm it’s eligible. The cancellation takes effect on the earliest possible date after any remaining in-process payments complete.
When an Accountant Manages Your Account
If a CPA firm or bookkeeper owns the billing relationship, you generally cannot cancel on your own. The cancel option will be grayed out or hidden because the subscription is managed at the firm’s master-account level. Contact your accountant and ask them to remove your seat. There’s no workaround from inside your account.
Spend and Expense Is a Separate Cancellation
BILL’s Spend & Expense product, the corporate card and expense management side, does not close through the settings menu. An administrator must contact BILL Customer Support directly. Support will only close the account when the balance is zero, and any remaining credit is refunded.
Before contacting support, keep new charges from landing while you wait:
- Move any recurring charges or autopayments to a different card.
- Freeze or delete all cards to stop new transactions.
- Pull back any budget allocations assigned to individual users.
- Retire all budgets so nothing new gets approved.
Once support submits the closure request, the account is typically fully closed within about two weeks.
What Happens After Cancellation
Timing and Refunds
For subscription accounts, cancellation becomes effective on the last day of your current billing cycle, assuming nothing is pending. If payments won’t finish before the cycle ends, BILL pushes the effective date to the end of the next billing cycle or whenever the last payment completes, whichever comes later. You will not receive a prorated refund for any portion of the subscription fee already paid.
After the effective date, check your next credit card or bank statement to confirm the recurring charge has stopped. If it hasn’t, contact BILL support with your cancellation confirmation.
Your Data After Closure
BILL’s privacy notice says the company retains information as long as necessary to meet internal retention policies, legal obligations, and dispute resolution, without specifying a number of years. Your historical records may still exist on BILL’s servers, but you won’t be able to reach them through the dashboard. That’s why the export step matters before you submit.
Reactivation Within 90 Days
If you change your mind, a past administrator can request reactivation within 90 days of the cancellation date. Open the BILL Help Center and select the BILL Virtual Assistant in the bottom right corner to reach support. After 90 days, reactivation is no longer guaranteed, so don’t plan on coming back later as a fallback.