Invoice capture
Bring supplier invoices into a reviewable queue with their original documents.
DraftSourceEmailOCRReceivedDate >= today − 7 days
| Bill Number | Vendor | Vendor Invoice Number | Bill Date | Total | Source |
|---|---|---|---|---|---|
| BLL-28687 | VND-199 | BLL-81704 | 22 Sep | 31,226.47 | |
| BLL-31500 | VND-104 | BLL-78136 | 16 Sep | 41,847.67 | OCR |
| BLL-99289 | VND-211 | BLL-89992 | 05 Sep | 43,706.59 | |
| BLL-58611 | VND-184 | BLL-78010 | 19 Sep | 7,575.12 | OCR |
| BLL-24855 | VND-143 | BLL-38957 | 20 Sep | 44,210.90 | |
| BLL-19469 | VND-145 | BLL-56282 | 18 Sep | 6,555.31 | OCR |
Capture once and check the details
The AP Clerk reviews the vendor, invoice number, bill date, due date, currency and amount before sending a bill forward. BillLines holds quantities, unit prices, account hints, departments and project codes. An extracted value is a proposal for the clerk to review; OCR confidence does not authorize a purchase or approve an invoice. Unclear supplier matches remain in the intake queue until resolved.
BillAttachments retains the invoice and supporting material with upload identity, time and source. Preserve the original when a document is corrected. Use the supplier invoice number and intake reference to detect duplicates, including a supplier emailing the same invoice after uploading it. A repeated delivery must not create another payable simply because it arrived through a different channel.
StatusApprovedPartiallyPaid
Choose the right route
A purchase-order invoice links to the originating order and then follows three-way matching. A permitted non-PO invoice, such as an approved recurring service, follows the applicable approval matrix with its supporting evidence. Leaving the purchase order blank does not prove that the non-PO route is permitted. The bill’s source and review history explain why it took that path.
Approved subcontractor payment applications arrive from their owning system with a stable source reference. Preserve that reference on intake and retain the upstream approval result. AP still owns its own bill processing and payment decisions. An upstream status should not accidentally create duplicate bills when the same event is delivered again or when a corrected application follows it.
StatusActiveOnHold
Schedule recurring bills deliberately
RecurringBills holds the supplier, cadence, next run date, amount, account and end date. A scheduled occurrence produces a draft bill for the normal controls; it does not prove that the service was delivered or that the amount remains correct. The AP Manager reviews the template when the contract changes and stops future occurrences when it ends.
Track the generated occurrence against its template so a retry cannot create the same bill twice. Keep prior bills intact when future amounts change. The team can then explain which template version generated a bill and why the current amount differs from a previous period.
PendingMatch
| Bill Number | Vendor | Vendor Invoice Number | Bill Date | Purchase Order |
|---|---|---|---|---|
| BLL-40371 | VND-236 | BLL-45346 | 28 Sep | PO-39833 |
| BLL-18239 | VND-228 | BLL-74233 | 27 Sep | PO-70313 |
| BLL-10632 | VND-059 | BLL-63144 | 10 Sep | PO-44591 |
| BLL-55587 | VND-236 | BLL-71941 | 13 Sep | PO-58895 |
| BLL-32719 | VND-159 | BLL-22978 | 16 Sep | PO-65012 |
| BLL-22526 | VND-092 | BLL-66322 | 20 Sep | PO-98371 |
Modules
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Supplier management
Keep supplier details and payment instructions ready for the next invoice.
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Invoice capture
Bring supplier invoices into a reviewable queue with their original documents.
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Invoice matching
Check what was ordered, received and billed before approving a payment.
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Approvals and disputes
Give each invoice a clear decision owner and each exception a visible resolution.
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Payment runs
Prepare a clear payment proposal, then release it with the right authority.
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Vendor reporting
See outstanding invoices, payment progress and year-end document readiness.
Roles and permissions
Final signoff on payment runs, top-tier bill approval, year-end 1099 release. Sees every Vendor, every Bill, every Payment in full detail.
Owns the AP function end-to-end. Runs the weekly payment cycle, manages Vendor relationships, tracks Disputes through to resolution, owns the year-end 1099 file readiness. The named approver in mid-tier bill bands.
Operational role — the day-to-day Bills processor. Captures / keys / OCRs vendor invoices, runs three-way match, prepares PaymentRunItems for AP Manager review.
Line-of-business approver — typically a Department head or Project lead. Approves Bills against own cost-center per the BillApprovalMatrix tier band that maps to the Approver role. Sees own department / project bills only.
External portal seat — implicit (typically delivered via a vendor-portal sub-app or a shared-link mechanism). Submits invoices via email or portal upload, sees own payment status, updates own remit-to address (subject to AP Manager verify).
Executive read-only — board members, outside auditors, FP&A analysts.
Related processes
Onboard a supplier
Confirm supplier identity and payment instructions before normal invoice processing.
5 stages · 1 approval
Invoice to approval
Connect the invoice, receipt evidence and decision before the bill becomes eligible for payment.
5 stages · 1 approval
Prepare and release payments
Separate payment selection, release authority and confirmed settlement.
5 stages · 2 approvals