Document Rules for AP Invoices

Written by Uday Kumar Updated September 23, 2026 14:12

Who this is for. SuperAdmins. Applies to. AP Invoices. Access. Requires the TEAM_MANAGEMENT permission. See the Roles and Access Reference.

A document rule routes an AP Invoices document, which is the invoice the agent extracts from an incoming email. Document rules sit on the Document Rules tab of the policy and are evaluated only against documents.

Condition attributes

A document rule can test nine attributes. Each is read from the invoice at the point distribution runs, so a rule only matches once the value exists.

Table 1. Condition attributes on a document rule

Input Attribute	Operators	What it reads	Example
Email From	contains, in	The address that delivered the mail. This is who sent it, not the vendor address printed on the invoice, so mail arriving through a forwarder carries the forwarder here.	`Email From contains billing`
Email From Domain	contains, in	Everything after the @ of the sending address. Use it to route a whole company at once.	`Email From Domain contains northwind.example`
Vendor	in	Specific vendors picked from your synced vendor records. Best for a short, explicit list.	`Vendor in Northwind Supplies`
Vendor Name	contains, range starts with, range ends with	The vendor name as text, or an alphabetical band. The two range operators come as a pair and each box takes a single letter.	`Vendor Name range starts with A` with `range ends with G`
Supplier Group	in	The supplier group on the matched vendor record, synced from your ERP.	`Supplier Group in` the groups you pick
Supplier Default Payment Method	in	The vendor default payment type, such as ACH or check, from the matched vendor record.	`Supplier Default Payment Method in ACH`
Supplier Category	in	The vendor category on the matched vendor record.	`Supplier Category in Utilities`
Entity	in	The legal entity, from your synced entity records. Only the entity on the work item is considered, never one linked to the vendor.	`Entity in Warbucks Industries`
Address	contains	The address on the work item. Use it to route by site or region.	`Address contains Alpharetta GA`

Use contains for a substring or a single value. Use in when you need to match several exact values. Because in is exact, a sender rule built with it is the one that most often fails to fire.

Vendor Status is not offered on a document rule. Vendor matching does not run for inactive vendors, so the condition could never match.

The three supplier attributes read the matched vendor record, so they match only once the vendor has been identified.

The Add Rule dialog on the Document tab, with the Input Attribute list open showing all nine attributes

Figure 1. The nine attributes offered on a document rule.

Actions

The Then half of a rule takes an action, a target and a value.

Table 2. Actions

Action	Target	Value
Assign	Team	One team. Members take the work in turn, in the order they were added, which the product calls round-robin distribution.
Assign	User	One user, picked from the list.

On a SmartVendor agent with AP invoice auto-assignment turned on, Set is not offered. The rule carries a single Assign action and no Add Action button.

Related information

For the rule builder, operators and rule order, see Build Assignment Rules (AP Invoices).
When a document arrived without an owner, see Troubleshoot Document Distribution.