Payments
Review and pay vendor invoices
Review invoices submitted by outside providers, update their status, and record vendor payments.
Use this guide when a vendor sends your facility an invoice. You will learn how to find vendor invoices, review the uploaded file, update the status, send an onboarding invite if needed, and record that the vendor was paid.
Vendor invoices are different from customer invoices. A customer invoice is money your facility collects. A vendor invoice is money your facility may need to pay out.
Before you start
- The vendor should already exist in Payments > Vendors, or the invoice should include enough submitter details to identify who sent it.
- Open the uploaded invoice file and confirm the work was completed before approving payment.
- Know who on your team is allowed to approve vendor bills.
- Know how your facility pays vendors, such as ACH, check, Zelle, or another outside payment method.
Open vendor invoices
Go to Payments > Invoices, then click Vendor.
The Vendor tab shows invoices your facility has received from outside providers.
Find the invoice to review
- Use the Vendor tab
On the Invoices page, click Vendor so customer invoices are hidden.
- Search if needed
Use the search box to search by vendor name, vendor email, invoice number, or invoice ID.
- Check the status
Look at the Status column. Start with invoices marked Submitted or Under review.
- Open the invoice
Click the invoice row, or use the actions menu and choose View details.
Review the vendor invoice details
The vendor invoice detail page shows the uploaded invoice, who submitted it, the linked vendor record, review notes, and payment fields.
- Confirm the invoice information
Review Invoice #, Amount, Invoice date, and Description.
Make sure these details match the work your team expected.
- Open the attached file
Click the attached file name to open the invoice the vendor uploaded.
Check the vendor name, service date, amount, and any service details.
- Confirm the submitter
Review the Submitter card. This helps you confirm who sent the invoice.
- Confirm the linked vendor
Review the Vendor card. If the vendor is linked, you can open the vendor record from this card.
Update the review status
Use the Review section to tell your team where the invoice stands.
- Choose the status
Click the Status dropdown and choose the best option.
- Add internal notes
Use Internal notes for details your team should know, such as "Confirmed detail service was completed" or "Waiting for manager approval."
These notes are for your team. They are not shown to the vendor.
- Save the review
Click Save review.
What vendor invoice statuses mean
Submitted means the vendor sent the invoice, but your team has not finished reviewing it.
Under review means someone on your team is checking the invoice.
Approved means the invoice looks correct and is ready for payment.
Rejected means your team is not approving the invoice as submitted.
Paid means your team paid the vendor and recorded the payment.
Send the vendor onboarding invite if needed
Some vendors need to finish setup before your team can record payment details clearly.
- Look at the Vendor card
On the vendor invoice detail page, find the Vendor card on the right side.
- Check the vendor setup message
If the vendor shows Onboarding incomplete, click Send onboarding invite or Resend onboarding invite.
- Ask the vendor to complete setup
Tell the vendor to open the email and finish the steps.
Record that the vendor was paid
Pay the vendor using your normal payment process first. Then record the payment in the app so your team has a clear history.
- Confirm the vendor has been paid
Make sure the payment was actually sent by ACH, check, Zelle, wire, or your facility's normal method.
- Open the Payment section
On the vendor invoice detail page, scroll to Payment.
- Enter the amount
In Amount, enter the amount your facility paid.
- Choose the payment date
In Payment date, choose the date the payment was sent.
- Add a check or transaction number if you have one
Use Check / transaction number for a check number, ACH trace number, Zelle confirmation, or other payment reference.
- Add internal notes if helpful
Use Internal notes for accounting context, such as "Paid from operating account" or "Manager approved by email."
- Click Mark as paid
Click Mark as paid.
What success looks like
- The vendor invoice status changes to Paid.
- The payment amount, payment date, reference, and notes are saved.
- Your team can see that this invoice has already been handled.
Common mistakes to avoid
- Do not mark a vendor invoice as paid before your facility actually sends payment.
- Do not approve an invoice without opening the uploaded file.
- Do not pay a vendor invoice if the amount or service details do not match what your team expected.
- Do not put private customer information in vendor invoice notes unless your facility policy allows it.
Troubleshooting
What to do next
After recording payment, return to Payments > Invoices and continue reviewing any vendor invoices still marked Submitted or Under review. If you need to update the vendor's contact or setup details, open Payments > Vendors.