# Notifications System #core-concepts #notifications #communication PAI uses email notifications to keep users and vendors informed about important actions and status changes. Understanding when the system sends external email notifications is important for managing communications with your team and vendors. ## Notification System Overview The PAI notification system serves as the communication backbone for the platform, ensuring all stakeholders stay informed about relevant activities: - **Automated Alerts**: System-generated notifications based on specific actions - **Status Updates**: Notifications about changes in document or payment status - **Workflow Progression**: Alerts when items move through approval processes - **External Communications**: Notifications to vendors about billing and payments All system notifications come from [email protected]. Recipients can safely add this address to their safe senders list to ensure delivery. # Standard Email Notifications ## User Invitation Notifications When you invite new users to your organization: - **New User Invitations**: - PAI sends an email invitation to the recipient - The email contains a link allowing the recipient to create their account - The invitation includes information about your organization and who sent the invitation - Users can follow this link to set up their account with a password and complete their profile > [!note] > These invitation links expire after 2 days. If a user doesn't activate their account within this time, you'll need to send a new invitation. ## Vendor Communications PAI maintains clear communication with vendors through automated notifications: ### Vendor Invitations - When you invite a vendor to connect with your organization, they receive an email notification - The email specifies who sent the invitation (e.g., "Jane Smith is inviting you to join PAI to bill them through it") - It includes instructions for registering on the vendor portal - Existing vendors simply approve the new connection request - New vendors will need to create a profile and establish a connection ### Invoice-Related Notifications PAI automatically sends notifications throughout the vendor billing workflow: - **Invoice Posting**: When you post a vendor invoice in the budget, PAI automatically emails the vendor alerting them that they have an invoice to submit. This does not happen immediately, typically 2-3 hours after its posted. - **Approval Notification**: When you mark an invoice as approved, the vendor receives an email confirmation - **Rejection Notification**: If you reject an invoice, PAI emails the vendor to notify them they need to resubmit with changes - **Payment Scheduling**: When you set a pay date for an invoice, PAI sends an email to the vendor with the scheduled payment date - **Payment Completion**: When an invoice is marked as paid, the system automatically notifies the vendor that payment has been completed - **Invoice Reminder**: PAI will send out a reminder to vendors who have not submitted posted invoices every two days. ## Notification Workflow Examples Here are examples of typical notification workflows in PAI: ### Vendor Onboarding Workflow 1. Producer invites vendor to PAI 2. Vendor receives invitation email 3. Vendor creates account and completes profile 4. Producer receives notification of vendor connection 5. Producer assigns vendor classification 6. Vendor receives confirmation of activation ### Invoice Processing Workflow 1. Producer posts expenses to vendor 2. Vendor receives notification of available expenses to bill 3. Vendor submits invoice through portal 4. Producer receives notification of invoice submission 5. Producer approves invoice 6. Vendor receives approval notification 7. Finance team schedules payment 8. Vendor receives payment scheduling notification 9. Payment date passes, marking invoice as paid 10. Vendor receives payment completion notification # In-App Notifications > [!attention] > This is a beta feature PAI will notify you in your Notifications center when certain events occur. ### Vendor Notification - Vendor record was created - Vendor was invited to connect - Vendor accepted the connection - Vendor declined the connection - Vendor began onboarding - Vendor has completed onboarding ### Project / Campaign Notifications - Project was created - Campaign was created - Project was approved - Project overage was approved - Project was reconciled - Project Expense status was updated - You were tagged in a comment ### AP Notifications - Vendor invoice was submitted - Vendor invoice was approved ## Related Topics - [[Accounts Payable]] - [[Vendor Portal|Vendor Management]] - [[Call Sheets|Call Sheets]] © 2025 PAI Tech, Inc. [paihq.com](https://www.paihq.com/)