Vendor Payment Portal gives approved suppliers a buyer-scoped workspace for invoice submission, payable status, payment observations, remittance documents, early-payment offers and support. It owns supplier memberships, submitted evidence, offer acceptance requests, payee-change requests and conversations.
Invoice submissions in one list
AP Manager reviews the eligible balance and terms before the offer is published.
Every feature works on the same records. Pick one to see the screen your team works in.
Give each supplier a protected workspace for the buyer relationships they actually hold.
Portal memberships
| Membership number | User | Vendor | Access start | Access end | |
|---|---|---|---|---|---|
| PM-37041 | Yusuf Ibrahim | Cedarline Maintenance Co. | 03 Nov | 10 Nov | |
| PM-64974 | Evan Cho | Cedarline Maintenance Co. | 13 Oct | 20 Oct | |
| PM-72145 | Priya Menon | Cedarline Maintenance Co. | 03 Nov | 07 Nov | |
| PM-78843 | Ravi Shah | Cedarline Maintenance Co. | 31 Oct | 03 Nov | |
| PM-71003 | Leo Navarro | Northvale Lab Supplies | 23 Oct | 28 Oct |
Send invoices with clear supporting evidence and track the buyer's actual response.
Invoice submissions
See the buyer's latest observed invoice balance and payment progress.
Remittance documents
| Remittance number | Payment | Vendor | Generated at | Document reference | |
|---|---|---|---|---|---|
| RD-80938 | Payment for October freight | Cedarline Maintenance Co. | 20 Oct | REM-2026-1015-041 | |
| RD-86241 | Payment for October freight | Northvale Lab Supplies | 23 Oct | REM-2026-1014-058 | |
| RD-84490 | Payment for invoice 3921 | Redfield Equipment Services | 15 Oct | REM-2026-1013-072 | |
| RD-57102 | Payment for September maintenance | Harbor Crest Packaging Ltd | 16 Oct | REM-2026-1012-086 | |
| RD-28323 | Payment for invoice 4182 | Stonebridge Office Goods | 25 Oct | REM-2026-1011-103 |
Let suppliers review eligible discounts and track the buyer's accepted payment arrangement.
Accept offer waits for the supplier admin
| Offer number | Source invoice id | Currency | Eligible amount | Discount amount | Net payment amount | |
|---|---|---|---|---|---|---|
| DO-96716 | INV-HCP-2026-4182 | USD | 310 | 11 | 299 | |
| DO-72225 | INV-CLM-2026-3921 | CAD | 590 | 34 | 556 | |
| DO-42061 | INV-NLS-2026-5087 | EUR | 790 | 16 | 774 | |
| DO-97181 | INV-BMP-2026-6214 | GBP | 560 | 30 | 530 | |
| DO-94929 | INV-WPL-2026-7440 | MXN | 440 | 6 | 434 |
Collect supplier requests without bypassing the buyer's payee verification controls.
Approval conditions
| Request number | Vendor | Current profile | Requested by | Verified by | Requested at | |
|---|---|---|---|---|---|---|
| PDR-76699 | Stonebridge Office Goods | Stonebridge ACH account, ending 5730 | Ravi Shah | Amina Farouk | 11 Oct | |
| PDR-49102 | Stonebridge Office Goods | Redfield ACH account, ending 3045 | Clara Jensen | Ravi Shah | 19 Oct | |
| PDR-85429 | Redfield Equipment Services | Cedarline ACH account, ending 7314 | Priya Menon | Daniel Brooks | 28 Oct | |
| PDR-81900 | Cedarline Maintenance Co. | Willow Point USD account, ending 2188 | Leo Navarro | Priya Menon | 04 Nov | |
| PDR-14915 | Harbor Crest Packaging Ltd | Cedarline ACH account, ending 7314 | Daniel Brooks | Priya Menon | 24 Oct |
Resolve supplier questions with the invoice, payment and offer evidence in view.
Support cases
Supplier invoice to payment visibility ships ready to use. 2 steps need a named approval before the work moves on: Review offers (AP Manager) and Accept discounts (Supplier Admin).
Send the complete invoice and checked supporting document under the correct supplier and buyer identity.
Show the latest reconciled source balance and payment observation, with scheduled and settled outcomes kept distinct.
Review the current eligible balance and proposed terms independently before publishing the offer.
Accept the exact unexpired offer within the active supplier membership and wait for the buyer’s confirmed reservation.
Provide the protected remittance and observed payment outcome to active permitted readers; retain delivery evidence separately.
Open any invoice submission to see the roles that work on it, its process stages and its approvals on one page.
Supplier invoice number, Invoice date and Total.
Records linked to this invoice submission.
AP Specialist, Supplier Admin and Supplier User, each with their own permissions.
Submit the invoice and Reconcile the AP response, with the role that acts.
Review offers and Accept discounts, with who decides.
Submitted
Signed in as AP Manager
| Decision | Approver | |
|---|---|---|
| Review offersReview the current eligible balance and proposed terms independently before publishing the offer. | AP Manager | |
| Accept discountsAccept the exact unexpired offer within the active supplier membership and wait for the buyer’s confirmed reservation. | Supplier Admin | |
| Review supplier exceptions and buyer-scoped reporting | AP Manager |
Everyone opens Vendor Payment Portal to the work that is theirs. Pick a role to see what it starts with.
Manage technical identity, provider connections and protected storage.
Independently approve discount offers and verified payment detail requests.
This is the first screen this role sees.
Portal memberships · AP Manager
| Membership number | User | Vendor | Access start | Access end | |
|---|---|---|---|---|---|
| PM-37041 | Yusuf Ibrahim | Cedarline Maintenance Co. | 03 Nov | 10 Nov | |
| PM-64974 | Evan Cho | Cedarline Maintenance Co. | 13 Oct | 20 Oct | |
| PM-72145 | Priya Menon | Cedarline Maintenance Co. | 03 Nov | 07 Nov | |
| PM-78843 | Ravi Shah | Cedarline Maintenance Co. | 31 Oct | 03 Nov | |
| PM-71003 | Leo Navarro | Northvale Lab Supplies | 23 Oct | 28 Oct |
Invite verified supplier contacts within buyer scope.
This is the first screen this role sees.
Portal memberships · AP Specialist
| Membership number | User | Vendor | Access start | Access end | |
|---|---|---|---|---|---|
| PM-37041 | Yusuf Ibrahim | Cedarline Maintenance Co. | 03 Nov | 10 Nov | |
| PM-64974 | Evan Cho | Cedarline Maintenance Co. | 13 Oct | 20 Oct | |
| PM-72145 | Priya Menon | Cedarline Maintenance Co. | 03 Nov | 07 Nov | |
| PM-78843 | Ravi Shah | Cedarline Maintenance Co. | 31 Oct | 03 Nov | |
| PM-71003 | Leo Navarro | Northvale Lab Supplies | 23 Oct | 28 Oct |
Manage permitted own-vendor draft invoice submissions.
This is the first screen this role sees.
Invoice submissions · Supplier Admin
Prepare and submit own-vendor invoice submissions.
This is the first screen this role sees.
Invoice submissions · Supplier User
Read explicitly granted buyer and vendor-scope source observations, financial decisions and audit evidence until access expiry.
This is the first screen this role sees.
Remittance documents · Audit Reviewer
| Remittance number | Payment | Vendor | Generated at | Document reference | |
|---|---|---|---|---|---|
| RD-80938 | Payment for October freight | Cedarline Maintenance Co. | 20 Oct | REM-2026-1015-041 | |
| RD-86241 | Payment for October freight | Northvale Lab Supplies | 23 Oct | REM-2026-1014-058 | |
| RD-84490 | Payment for invoice 3921 | Redfield Equipment Services | 15 Oct | REM-2026-1013-072 | |
| RD-57102 | Payment for September maintenance | Harbor Crest Packaging Ltd | 16 Oct | REM-2026-1012-086 | |
| RD-28323 | Payment for invoice 4182 | Stonebridge Office Goods | 25 Oct | REM-2026-1011-103 |
Explain invoice response, payment progress and supplier actions from observed evidence.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 39 | ||
| Submitted | 14 | 36% | |
| Pending AP | 4 | 29% | |
| Accepted | 2 | 50% |
Sample totals per stage
Show latest reconciled AP status, open amount and observation date for each permitted supplier invoice.
Identify rejected, conflicting or unknown submission outcomes that need buyer follow-up.
Explain scheduled, pending, settled and reversed source outcomes and the invoices they cover.
Distinguish published offers, supplier decisions, buyer-confirmed reservations and observed realised discount amounts.
Trace a requested destination through independent verification, approval and observed AP application. Payee Change History includes pending, rejected, unknown and applied requests within authorised buyer scope. Applied dates appear only after the owning AP system confirms the change.
Find waiting questions, assigned owners and vendor-visible responses without exposing internal notes.
Review scoped memberships, expiry, revocation and protected document access evidence.
See how Vendor Payment Portal fits your kind of team.
Buyer AP teams and material suppliers coordinating invoice and payment enquiries.
Organisations managing supplier relationships across buyer entities and payment cycles.
AP teams sharing invoice status with contractors and business-service vendors.
Each stage of supplier invoice to payment visibility names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Configure supplier access and investigate payable evidence with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 19 tablesStart with one team and one process, then add the rest once the basics are running.
Identify the buyer’s AP, payment, identity and storage sources and the actual authority for each financial outcome.
Map vendor identifiers, buyer entities and known contacts before creating invitations.
Test a valid invoice, duplicate content, a conflict, rejected attachments and an interrupted AP response.
Test offer expiry, competing reservations, independent payee verification and a stale source profile.
Test cross-vendor requests, internal-note exclusion, revoked saved links and notice recipients through UI and API.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started to create your ERP.AI account, then use Proto to configure Vendor Payment Portal. Connect the buyer’s AP and payment sources, reconcile supplier identities and verify document access before inviting contacts.
Submission sends the supplier document to the buyer. The portal retains the actual acceptance or rejection response, while financial approval and confirmed payable status remain owned by the buyer’s AP system.
Each active membership explicitly identifies the supplier and buyer relationship. Records, search, exports and saved file links enforce that scope. Similar names or a shared email domain do not grant another vendor’s access.
Each displayed status identifies its latest reconciled source revision and observation time. Older or conflicting events cannot silently replace a newer result. Missing or stale source information remains visible as an unresolved observation.
The document explains the buyer’s payment composition. The associated source payment state separately shows whether the instruction is scheduled, pending, settled, failed or reversed.
An active Supplier Admin can accept an eligible published offer before its exclusive deadline. The exact terms are retained, and the buyer must confirm the reservation. An ordinary Supplier User can read the offer but cannot accept it.
Supplier acceptance and buyer confirmation establish the arrangement. Realised discount comes from the observed payment allocation and the settlement conditions in the accepted terms; failed or late payment cannot automatically be reported as realised savings.
A Supplier Admin can request a protected destination change. AP Specialist verifies identity through an established channel, a different AP Manager approves, and the active profile changes only after the owning AP system confirms application.
The original instruction remains pending or unknown. Reconcile that same request before another submission, reservation or profile update can create a duplicate effect. The portal does not infer failure or success from a missing response.
Internal notes and files are excluded from supplier record access, search, notifications and exports. Vendor-visible messages provide the permitted answer, and document links recheck current membership and visibility.
Start free, then use Proto to change fields, steps and approvals before your team goes live.