## Vendor Portal Integration PAI provides a dedicated vendor portal that connects vendors directly to your organization. You can invite vendors to connect to your organization to submit invoices or timecards directly against budget expense lines. ### Vendor Onboarding Process ![[vendor-portal-connection-graphic.png]] 1. **Invitation**: Send an invitation to the vendor from an expense line or the Crew Module 2. **Registration**: Vendor creates an account by confirming their email and setting a password 3. **Profile Completion**: Vendor completes their profile with: - Personal details (name, address, phone number) - Financial classification (individual or business) - Tax jurisdiction information - Optional DEI information 4. **Connection Establishment**: Vendor establishes a connection to your organization - PAI allows vendors to connect with multiple organizations using a single profile - Existing vendors simply approve the new connection request 5. **Review and Activation**: Your organization must: - Review vendor information - Assign a vendor classification - Activate the vendor to grant access to their billing dashboard > [!tip] Vendor privacy > Vendors are never shared between organizations. All vendor information (personal details, billing information, history) remains private to your organization. ### Vendor Portal Features Once activated, vendors gain access to a dedicated portal where they can: - **For 1099 and Foreign Individual Vendors**: - View posted expenses assigned to them - Create and submit invoices against those expenses - Upload supporting documentation when required - Access their complete invoice history - **For W2 Vendors**: - View posted expenses designated for timecard billing - Enter hours worked against posted day rates - System calculates overtime based on the selected calculation method - Access their timecard history - **For All Portal Users**: - Update their contact information - View payment status for submitted invoices/timecards - Download copies of submitted documents ## Reimbursable Expenses The portal provides special handling for reimbursable expenses: - Reimbursable expenses appear as $0 with a maximum allowance cap - Example: A meal expense might show as "$0/$25" (zero dollars with a $25 maximum reimbursement) - Vendors must upload receipts for all reimbursable expenses - The system prevents vendors from invoicing for more than the maximum allowance ## Invoice Review and Payment After submission, vendors can track their document's progress: 1. **Submitted**: The document has been submitted and awaits approval 2. **Approved**: The document has been approved but not yet scheduled for payment 3. **Payment Scheduled**: A payment date has been set and communicated 4. **Paid**: The payment has been completed If issues arise, vendors may see these additional statuses: - **Rejected**: The document has been rejected and requires revision > [!info] Automated notifications > Vendors receive email notifications for all significant status changes, including: > - New expenses posted for billing > - Invoice/timecard approval > - Invoice/timecard rejection (with reasons) > - Payment scheduling > - Payment completion ## Vendor Portal Configuration As an organization administrator, you can configure how your vendors experience the portal: ### Vendor Instructions - Access [[Organization Settings]] > Vendor Portal to customize vendor instructions. These instructions appear on the vendor dashboard after they connect to your organization. Some items to consider including: - Provide clear guidance for vendors using *your* invoice portal - Document your specific requirements for invoicing and documentation - Document steps required to complete payment - Specify payment terms and processing timelines - Include any special requirements for international vendors ## Related Topics - [[Budgets|Budgets]] - [[Vendor CRM & Crew Finder]] - [[Accounts Payable]] © 2025 PAI Tech, Inc. [paihq.com](https://www.paihq.com/)