Facility Web Pages
Set up the vendor invoice portal
Let vendors submit invoices through a public facility link, then review those invoices in the staff dashboard.
What you will accomplish
Vendors will submit invoices through one public link. Your team will review those invoices in Payments > Invoices without giving vendors staff dashboard access.
Overview
Use this guide when outside providers need a simple way to send invoices to your facility.
When you finish, vendors can open a public link, enter invoice details, upload the invoice file, and send it to your team for review.
This is useful for detailers, transport companies, mechanics, contractors, photographers, and other providers who do work for your facility but do not need staff dashboard access.
Before you start
- Your public facility page is turned on in Settings > Website & signup.
- You have decided which vendors should receive the invoice link.
- Your team knows who reviews vendor invoices.
- Your team knows how vendor payments are approved and recorded.
Step 1: Open Website & signup settings
Go to Settings > Website & signup.
Scroll to Public facility page.
This is where customer-facing and vendor-facing public links are managed.
Step 2: Turn on the vendor invoice portal
Scroll to Public facility page and find Vendor invoice portal.
Turn it on only if vendors should be able to submit invoices from a public link.
Expected result
The vendor invoice link becomes available for your facility.
Step 3: Copy the vendor invoice link
When the vendor invoice portal is on, copy the Vendor invoices link from the public page link area.
The link usually looks like:
/facility/your-facility-name/invoices
Use this link only for vendors and trusted providers who need to send invoices.
Step 4: Open the link and review the form
Open the vendor invoice link in a browser.
Review the form as if you are a vendor.
Check that the form asks for:
- Vendor name
- Vendor email address
- Invoice number
- Invoice amount
- Due date, if needed
- Notes or description
- Invoice file upload
Expected result
A vendor can understand what to enter without calling your team for basic help.
Step 5: Send the link to a vendor
Send the link with a short instruction.
Example:
Please submit future invoices through this link: [paste your vendor invoice link]. Add your invoice number, amount, due date, and PDF invoice file. This helps our team review and track payment.
Keep the message simple. Vendors do not need to know how your staff dashboard works.
Step 6: Review submitted vendor invoices
After a vendor submits an invoice, go to Payments > Invoices.
Open the vendor invoice and review:
- Vendor name and email
- Invoice number
- Amount and due date
- Uploaded invoice file
- Notes from the vendor
- Whether the vendor should be connected to an existing vendor record
For the full staff workflow, follow Review and pay vendor invoices.
Step 7: Record the payment result
After your team approves and pays the vendor, update the vendor invoice record.
This keeps your staff from asking the same question twice.
Common statuses include:
- Submitted
- Under review
- Approved
- Paid
- Rejected or not approved
What success looks like
- The vendor invoice portal is turned on only when your team is ready.
- Vendors have one clear link for sending invoices.
- Submitted invoices appear in Payments > Invoices.
- Your team reviews the uploaded file before approving payment.
- The payment status is updated so staff can see what happened.
Troubleshooting
What to do next
After the vendor invoice portal works, add the link to vendor instructions, purchase order emails, or contractor onboarding notes.