Vendor Payment Portal
Give suppliers a clear answer on invoices and payments.
Vendor payment portal software for supplier invoices, payable status, remittance documents, early payment offers and verified payment-detail requests.
StatusSubmittedPendingAPAcceptedRejectedUnknown
Illustrative records derived from the system specification.
Built for businesses working with many suppliers
Accounts payable teams and suppliers sharing invoice status, payment evidence and early-payment terms.
- Defined tables
- 19
- Operational views
- 15
- Defined roles
- 6
- Reports
- 7
Defined in the planned system specification.
What’s inside.
Vendor payment portal software for supplier invoices, payable status, remittance documents, early payment offers and verified payment-detail requests.
Supplier access
Give each supplier a protected workspace for the buyer relationships they actually hold.
Invoice submission
Send invoices with clear supporting evidence and track the buyer's actual response.
Invoice and payment status
See the buyer's latest observed invoice balance and payment progress.
Early payment offers
Let suppliers review eligible discounts and track the buyer's accepted payment arrangement.
Payment detail changes
Collect supplier requests without bypassing the buyer's payee verification controls.
Supplier support and reporting
Resolve supplier questions with the invoice, payment and offer evidence in view.
Give suppliers clear answers on invoices and payments
StatusSubmittedPendingAPAcceptedRejectedUnknown
Active
- DY: PM-37041, 28 Sep to 05 Oct, Active
- WB: PM-64974, 07 Sep to 14 Sep, Active
- TL: PM-72145, 28 Sep to 02 Oct, Active
- XS: PM-78843, 25 Sep to 28 Sep, Active
- DG: PM-71003, 17 Sep to 22 Sep, Active
- JD: PM-35749, 25 Sep to 27 Sep, Active
Approval conditions
Visible to: AP Manager. Visibility does not establish approval authority.
Submitted
- DO-76666 VND-137 1 d
- DO-98949 VND-158 in 2 d
- DO-41225 VND-156 5 d
- DO-31964 VND-098 5 d
- DO-25765 VND-102 1 d
DO-76666
- Vendor
- VND-137
- EligibleAmount
- 660
- DiscountAmount
- 21
- NetPaymentAmount
- 639
- OfferExpiresAt
- 16 Sep
Approval conditions.
Approval conditions
Visible to: AP Manager. Visibility does not establish approval authority.
PendingApproval
- PDR-76699 VND-224 12 d
- PDR-49102 VND-185 4 d
- PDR-85429 VND-204 in 5 d
- PDR-81900 VND-163 in 12 d
- PDR-14915 VND-010 in 1 d
PDR-76699
- Vendor
- VND-224
- CurrentProfile
- PP-94439
- RequestedBy
- GT
- VerifiedBy
- FR
- RequestedAt
- 05 Sep
Approval conditions.
StatusPendingAPRejectedUnknown
IsCurrent = trueStatusReceivedUnderReviewApprovedScheduledPartPaidPaidDisputed
IsCurrent = trueStatusScheduledSubmittedPendingSettledFailedUnknownReversed
StatusSubmittedVerifying
YouStatusOpenWaitingForBuyerWaitingForVendor
StatusSubmittedPendingUnknown
StatusOpenWaitingForBuyerWaitingForVendorResolved
StatusInvitedActiveRevoked
Published
| Offer Number | Source Invoice Id | Currency | Eligible Amount | Discount Amount |
|---|---|---|---|---|
| DO-96716 | SII-172 | CRR-194 | 310 | 11 |
| DO-72225 | SII-577 | CRR-531 | 590 | 34 |
| DO-42061 | SII-876 | CRR-427 | 790 | 16 |
| DO-97181 | SII-597 | CRR-262 | 560 | 30 |
| DO-94929 | SII-393 | CRR-800 | 440 | 6 |
| DO-60814 | SII-572 | CRR-495 | 20 | 0.4 |
Available
| Remittance Number | Payment | Vendor | Generated At | Document Reference |
|---|---|---|---|---|
| RD-80938 | PS-58586 | VND-178 | 14 Sep | DR-423 |
| RD-86241 | PS-42538 | VND-207 | 17 Sep | DR-614 |
| RD-84490 | PS-52663 | VND-143 | 09 Sep | DR-201 |
| RD-57102 | PS-27204 | VND-238 | 10 Sep | DR-798 |
| RD-28323 | PS-59277 | VND-112 | 19 Sep | DR-994 |
| RD-44992 | PS-66662 | VND-017 | 05 Sep | DR-610 |
| Request Number | Vendor | Status | Requested At | Applied At |
|---|---|---|---|---|
| PDR-47080 | VND-091 | Draft | 15 Sep | |
| PDR-62942 | VND-013 | Submitted | 26 Sep | |
| PDR-73707 | VND-120 | Verifying | 29 Sep | |
| PDR-46886 | VND-013 | PendingApproval | 20 Sep | |
| PDR-47297 | VND-233 | Approved | 12 Sep | |
| PDR-48310 | VND-198 | Rejected | 13 Sep |
Keep the buyer response with the supplier document
Early Payment Offer Activitylist
Distinguish published offers, supplier decisions, buyer-confirmed reservations and observed realised discount amounts.
opens Published Discount Offers →| Offer Number | Source Invoice Id | Currency | Eligible Amount | Discount Amount |
|---|---|---|---|---|
| DO-96716 | SII-172 | CRR-194 | 310 | 11 |
| DO-72225 | SII-577 | CRR-531 | 590 | 34 |
| DO-42061 | SII-876 | CRR-427 | 790 | 16 |
| DO-97181 | SII-597 | CRR-262 | 560 | 30 |
- Draft
- Submitted
- Published
- Accepted
- Expired
- Withdrawn
- OfferNumber
- DO-96716
- SourceInvoiceId
- SII-172
- Currency
- CRR-194
- EligibleAmount
- 310
- DiscountAmount
- 11
- NetPaymentAmount
- 299
- OfferExpiresAt
- 18 Sep
ownerSupplier Admin
Go from the big picture to the details behind it. Open any record to see its status, owner and history.
Illustrative records. Connections and approval states follow the authored specification.
From invoice submission to payment visibility
Give suppliers a clear answer on invoices and payments.
Illustrative previews from the system specification.
-
01
Submit invoices
Send the complete invoice and checked supporting document under the correct supplier and buyer identity.
Supplier invoice to buyer response -
02
Track approval
Show the latest reconciled source balance and payment observation, with scheduled and settled outcomes kept distinct.
Supplier invoice to buyer response -
03
Review offers
Review the current eligible balance and proposed terms independently before publishing the offer.
AP Manager reviews the eligible balance and terms before the offer is published.
Early-payment offer to confirmed arrangement -
04
Accept discounts
Accept the exact unexpired offer within the active supplier membership and wait for the buyer’s confirmed reservation.
Supplier Admin accepts the exact eligible offer before its deadline.
Early-payment offer to confirmed arrangement -
05
See payment
Provide the protected remittance and observed payment outcome to active permitted readers; retain delivery evidence separately.
Early-payment offer to confirmed arrangement
Keep supplier decisions and buyer approvals accountable
Decision checkpoints where approval stays with your team.
Review offers
AP Manager reviews the eligible balance and terms before the offer is published.
Early-payment offer to confirmed arrangementAccept discounts
Supplier Admin accepts the exact eligible offer before its deadline.
Early-payment offer to confirmed arrangementProtect payee details and supplier boundaries
Human approval and system automation have different jobs.
Review offers
AP Manager reviews the eligible balance and terms before the offer is published.
Accept discounts
Supplier Admin accepts the exact eligible offer before its deadline.
The right workspace for suppliers and AP teams
Payment NumberExpected DateSettled AtCurrency
AP Manager
Independently approve DiscountOffers and verified PaymentDetailRequests.
AP Specialist
Invite verified supplier contacts within buyer scope.
Supplier Admin
Manage permitted own-vendor draft InvoiceSubmissions.
Supplier User
Prepare and submit own-vendor InvoiceSubmissions.
Audit Reviewer
Read explicitly granted buyer and vendor-scope source observations, financial decisions and audit evidence until access expiry.
Understand supplier questions and payment progress
Start with the question. Follow it to the records behind the answer.
List report
Supplier Invoice Status
Show latest reconciled AP status, open amount and observation date for each permitted supplier invoice.
View Current Invoice StatusSource view · Illustrative records
Supplier Invoice NumberInvoice DateDue DateCurrency
List report
Invoice Handoff Exceptions
Identify rejected, conflicting or unknown submission outcomes that need buyer follow-up.
View Invoice Handoff ExceptionsSource view · Illustrative records
Submission NumberVendorSupplier Invoice NumberSubmitted At
List report
Payment Progress and Allocation
Explain scheduled, pending, settled and reversed source outcomes and the invoices they cover.
View Payment ProgressSource view · Illustrative records
Payment NumberExpected DateSettled AtCurrency
List report
Early Payment Offer Activity
Distinguish published offers, supplier decisions, buyer-confirmed reservations and observed realised discount amounts.
View Published Discount OffersSource view · Illustrative records
Offer NumberSource Invoice IdCurrencyEligible Amount
List report
Payee Change Review History
Trace a requested destination through independent verification, approval and observed AP application.
View Payee Change HistorySource view · Illustrative records
Request NumberVendorStatusRequested At
Submitted
List report
Supplier Case Activity
Find waiting questions, assigned owners and vendor-visible responses without exposing internal notes.
View Supplier Case BoardSource view · Illustrative records
Case NumberVendorSubjectCategory
Payment Status
List report
Portal Access and Documents
Review scoped memberships, expiry, revocation and protected document access evidence.
View Membership Access ScheduleSource view · Illustrative records
Membership NumberUserVendorAccess Start
Configure your supplier portal with Proto
Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.
- Buyer sources
- Accounts payablein
- Treasury and paymentsin and out
- Discount reservationsin
- Payee profilesPayeeProfiles · in and out
- Supplier documents and notices
- Protected storagein and out
- Identity providerin and out
- Emailin and out
- Agents
- Your agentWorks within the permissions you assign
Your agent works within the permissions you assign.
List the work that needs attention. Keep the approval with the assigned reviewer.
Download agent Agent setup guide$ curl -fsSL https://www.erp.ai/skill.md
› open Vendor Payment Portal and list records waiting on review offers
Supplier invoice to payment visibility · records listed with owner and age
› approve the first one at review offers, as its approver
Approval requiredWaiting for the assigned reviewer
Your questions, answered.
How the system works, what you can configure and how to get started.
How do I get started?
Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.
Does submitting an invoice mean it is approved?
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.
Can suppliers see another vendor’s invoices?
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.
How current is the payment information?
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.
Does a remittance document prove payment settled?
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.
Who can accept an early-payment discount?
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.
When is an offered discount considered realised?
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.
Can a supplier change bank details immediately?
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.
What happens if the AP response times out?
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.
Are internal AP notes visible to suppliers?
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.
Implementation
Configure a supplier workspace with verified source outcomes and access boundaries.
Read the implementation plan- 01
Confirm system ownership
Identify the buyer’s AP, payment, identity and storage sources and the actual authority for each financial outcome.
Buyer - 02
Reconcile supplier scope
Map vendor identifiers, buyer entities and known contacts before creating invitations.
Buyer - 03
Exercise document handoff
Test a valid invoice, duplicate content, a conflict, rejected attachments and an interrupted AP response.
Team and ERP.ai - 04
Review financial requests
Test offer expiry, competing reservations, independent payee verification and a stale source profile.
Team and ERP.ai - 05
Verify supplier access
Test cross-vendor requests, internal-note exclusion, revoked saved links and notice recipients through UI and API.
Team and ERP.ai
Pricing
The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.
Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.
Pricing and account rules| Machine work | Included per $1 of credit |
|---|---|
| List/filter or get record calls | 20,000 |
| Search or aggregate calls | 4,000 |
| CSV or PDF exports | 100 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| File upload in MB | 2,000 |
| Workflow runs | 2,000 |
| Code-node compute beyond included in CPU-sec | 12,000 |
| Agent executions | 2,000 |
| Scheduled jobs or webhook activations | 20,000 |
Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.
prepaid creditsSmallest pack $5, purchased credits never expire.
Explore the complete system.
Follow the operating model from the process to the people, records and decisions behind it.
Industries
Manufacturers and their suppliers
Buyer AP teams and material suppliers coordinating invoice and payment enquiries.Distribution and wholesale buyers
Organisations managing supplier relationships across buyer entities and payment cycles.Multi-entity service organisations
AP teams sharing invoice status with contractors and business-service vendors.
Reference
Roles and permissions
Preserve supplier boundaries and independent buyer decisions.Supplier payment reports
Explain invoice response, payment progress and supplier actions from observed evidence.Data model
Follow the buyer relationship from supplier access to observed payable and payment outcomes.Integrations
Connect the portal to the systems that own payables and payment execution.Implementation
Configure a supplier workspace with verified source outcomes and access boundaries.Use Proto with Vendor Payment Portal
Configure supplier access and investigate payable evidence with Proto.
