Prerequisites for AP Invoices

Written by Uday Kumar Updated

Before you start using AP Invoices, make sure the following prerequisites are in place for your tenant and users.

1. Product and Environment Setup

  • AP Invoices enabled for your tenant

    • SmartVendor must have the AP Invoices (SmartVendor AP Invoices / P2P) functionality turned on for your environment.

    • If you don’t see AP Invoices in the SmartVendor console, contact your Customer Success Manager or Auditoria Support.

  • Connected ERP / System of Record (SoR)

    • Your ERP or SoR (for example, NetSuite, Sage Intacct, Workday, Coupa) must be connected to SmartVendor.

    • Core SoR‑synced data should be successfully synced and up to date, including:

      • Vendors and vendor‑to‑entity relationships

      • Purchase orders and receipts (if you use PO‑based processing)

      • Accounts, items, departments, locations, and other master data

2. User Roles and Permissions

  • Required application roles
    To process invoices in AP Invoices, users must have at least one of the following roles:

    • SuperAdmin

    • Procure to Pay (P2P) Manager

    • Procure to Pay (P2P) Agent

  • Role expectations

    • Users with these roles can:

      • View invoices and synced SoR data

      • Edit invoice header and line items

      • Write invoices (vendor bills) to the SoR

      • Add attachments to invoices

    • Only SuperAdmin and P2P Manager can configure SmartFlow settings, Vendor Hints, and field visibility; only SuperAdmin manages users, permissions, and mailbox/SoR connections.

3. Mailbox and Document Ingestion

  • Connected AP email mailbox (recommended)

    • An AP email mailbox (for example, ap@yourcompany.com) should be connected to SmartVendor so invoice PDFs/images can be ingested automatically.

    • The mailbox connection is configured by a SuperAdmin in SmartVendor settings.

  • Document formats and limits

    • Supported attachment file types typically include: CSV, XLSX, DOCX, PDF, PNG, JPEG.

    • Standard limits: up to 5 files per document, 10 MB per file, and 50 MB total per document thread (as listed under AP Invoices limits in the roles/configuration page).

4. Vendor Enrollment (for AP Invoices Automation)

  • Vendor enrollment into AP Invoices (VIDE)

    • Vendors that should be processed by AP Invoices must be enrolled in the AP Invoices SmartFlow skill (VIDE), using the SmartVendor Vendors tab.

    • Enrollment can be done by:

      • SuperAdmin

      • Procure to Pay Agent

      • Procure to Pay Manager

  • Vendor‑to‑entity association

    • Each vendor should be associated with at least one entity in your ERP; this is required for correct matching and for features such as Vendor Hints to work reliably.

5. AP Invoices Configuration

  • SmartFlow configuration for AP Invoices

    • At least one SmartFlow for AP Invoices must be configured to define how documents are:

      • Ingested from mailboxes or other sources

      • Classified as invoices

      • Validated and written to SoR

    • Only SuperAdmin and P2P Manager can access and adjust these SmartFlow settings.

  • (Optional) SmartVendor Templates

    • If SmartVendor Templates are in use, verify that field‑level mappings for vendor bills are configured:

      • Required fields are mapped and visible

      • Any advanced settings (decimal precision, PO/Contract overrides, etc.) are set as needed

  • AP Invoices validation checklist

    • Configure AP Invoices Checklists under SmartVendor Settings so documents are automatically validated (for example, required fields present, totals match lines).

    • These checks are prerequisites for autonomous write‑to‑SoR to work safely.

  • AP Helpdesk coexistence (if applicable)

    • If AP Helpdesk is also enabled, review SmartVendor Settings to decide whether to:

      • Suppress AP Helpdesk tasks when AP Invoices documents are added, to avoid duplicate work, or

      • Keep tasks enabled for combined task + document workflows.