Vendor invoices (AP)

Vendor invoices — carriers, subcontractors, port agents, customs brokers — land in the AP inbox for matching and approval.

Capture

Vendor invoices enter via:

• Email-in — forward to a tenant inbox (e.g. [email protected]). Attachments auto-parsed.
• Upload — drag PDFs into /app/finance/ap-inbox.
• API — EDI or direct API from large vendors.
• Manual entry — keyed in for paper invoices.

Each arrival creates an AP draft awaiting match.

Matching

The platform tries to auto-match each line to a cost line on a shipment / booking:

• Vendor reference — booking number, MAWB, trip id in the vendor invoice.
• Amount tolerance — configurable (e.g. ±5% or ±$50).
• Date range — invoice period.

Matched lines auto-post. Unmatched lines surface in a queue for manual matching — operator picks the right shipment / cost line.

Three-way match

For deeper assurance: vendor invoice ↔ purchase order / rate card ↔ proof of service (POD, BL, manifest). See three-way match.

Exceptions

• Over-billing — vendor billed more than the agreed rate. Flagged; operator disputes.
• Under-billing — vendor billed less. Accept or flag for correction.
• Duplicate — same invoice # from same vendor. Blocked at entry.
• Missing reference — vendor didn't quote your booking #; manual match needed.

Approval

Per-tenant workflow:

• Below threshold: auto-approved after match.
• Above threshold: routed to a finance approver (or multiple approvers) on /app/finance/ap-approvals.
• Above a second threshold: additional CFO sign-off.

Each approval step is audited with user, timestamp, note.

Payment

Approved invoices land in the payment run queue. Payment options:

• Manual — finance pays via bank portal, marks paid.
• Bank-file export — generate bank-format file (SEPA XML, ACH NACHA, swift MT101) and upload to bank.
• Direct bank integration — if configured, pay directly via bank API.

Paid invoices post to the ledger and clear from the AP aged view.

Vendor visibility

Your vendor's view: they see the status of their submitted invoice in the vendor portal (if enabled) — received, matched, approved, paid. Reduces "where's my money" calls.