While invoices or other bills can be created either manually by a board member or admin, or by the vendor themselves submitting it through their vendor portal, one easy way of creating an invoice is having your vendor email you at invoices@[yourcommunity].vlge.io
Use the subdomain that you setup when creating your community on Vlge. You can find this in General Settings -- Organization -- scrolls to the bottom below your mailing address to see your Vlge portal details.
⚠️ Note: Emails sent without the proper subdomain cannot be routed appropriately and will not be delivered.
Invoices received through this email method will be created as bills requiring approval according to your organization's policies.
⚡️ Matching Vendors to existing vs creating new
When you expect to receive an invoice via email from a known vendor, it's important to complete the vendor profile in Vlge ahead of receiving these invoices. This allows the app to match the inbound invoices to existing vendors and avoid creating a new one (duplicate vendor).
➡ Matching - the app matches based on:
1) Vendor email - if the vendor's invoice is set to arrive from [email protected] - add that email in the Vendor profile for an exact match.
2) Domain - If the vendor sends from different emails, but the domain always matches vendorname.com, the system will match on that basis
3) Name Matching - This is far less perfect for matching but if the name is a near-exact match, the app will assign new invoices to the right vendor.
✌️ "Merging" duplicates:
If you receive an invoice from an existing vendor and, because of a lack of match on email domain or imperfect name match, a duplicate vendor is created, you'll see an icon in your actions list allowing you to manually match that invoice to an existing vendor. Your action here will train Vlge to match new incoming invoices that contain this vendor name and email to your existing vendor going forward.
