With Tesorio, you can harness advanced AI-powered integrations and seamless connectivity to automate the invoice submission process, addressing the challenges accounts receivable teams face with manual AP Portal submissions.
With Tesorio, you benefit from a unified view of all customer purchase orders (POs) across multiple portals, allowing you to:
View key PO details: Access essential information such as total amounts and remaining balances in one place.
Efficiency: Eliminate the need to manually log into multiple portals like Coupa.
Automate invoice submissions: Save time, reduce errors, and get paid faster
Holistic View: Access detailed PO information without logging into separate systems:
Dates, amounts, balances, and statuses
Invoice references
Amounts utilized and line details
PO notes
Enabling Automated AP Portal Submissions
To enable your Tesorio account for automated AP Portal submissions, follow these two steps:
Step 1: Enter Your AP Portal Credentials
Navigate to Administration > Integrations and locate the AP Portal credentials section.
Select your provider (currently, only Coupa is supported).
Add all your AP Portal credentials. If you have customers linked to different portal credentials, ensure all credentials are entered in Tesorio.
For accounts using two-factor authentication (2FA), enter the One-Time Password (OTP) secret key to ensure secure access.
If you don’t have your OTP secret key saved, follow these steps to retrieve it from Coupa:
Log in to your Coupa account and go to Account Settings > Security and Multi-Factor Authentication.
Click on Via Authenticator App and copy the code displayed below the QR code.
Step 2. Enable the Customer Purchase Orders Workspace for Users
In Tesorio, navigate to Administration > Permissions
Select the Permission Groups you would like to have access to this module
Scroll down to the end to turn on the toggle:
Step 3. Enable AP Portal Submission
In Tesorio, navigate to Administration > Company > AP Portal Settings
Turn on the Portal Submission toggle:
Step 4. Enable AP Portal customers for automated invoice submission
Come back to this step once the initial sync is completed
After the initial sync of your AP Portal data is complete, Tesorio will automatically match your customers to the AP portals they use.
Enable invoice submissions for specific customers by:
Navigating to the customer record page in Tesorio.
Clicking the Uses an AP Portal toggle.
Selecting Submit invoices to portal in the side panel.
Note: During your onboarding process, Tesorio can enable all your customers for you. Please coordinate with your Customer Success Manager (CSM) to provide a list of customers for setup.
AP Portal Submission Flow Overview
Tesorio automatically syncs and matches AP Portal purchase orders to customers
Tesorio runs an algorithm to identify invoices for AP portal submissions
Tesorio matches the identified invoices to a portal PO
You can review the matches from the new Dashboard widget
Once click invoice submission - once the match is verified, you will submit the invoice to Coupa by changing the AP Portal status to "Ready to Submit"
The invoice is saved in Coupa in DRAFT status for you to validate in Coupa
Once validated, you will submit the invoice in Coupa
How it Works
AP Portal Purchase Order Sync
Once you enter your AP Portal credentials, Tesorio pulls and saves all your purchase orders. This is a historic synchronization of closed and open POs, matched with submitted and paid invoices for a comprehensive payment history.
Tesorio's periodic sync will then refresh your AP POs 4 times a day:
Time | Zone |
12 AM | EST |
6 AM | EST |
12 PM | EST |
6 PM | EST |
New Customer Purchase Orders Workspace
A dedicated workspace in Tesorio to view all your POs alongside their matched invoices.
POs are automatically matched to customers and relevant invoices using advanced matching algorithms.
If Tesorio was not able to make a match, you can manually match the PO to a customer
Invoices from your ERP are automatically identified for AP Portal Submission and matched to a PO and ready for your review in the Pending Invoices section
Automatic Matching
With every AP Portal sync, Tesorio runs PO matching algorithms to recommend invoice matches to automate your submission process.
Matching logic:
Tesorio compares the invoice PO # (the native field from the ERP) to the AP Portal POs and if there is a match to a PO in Coupa, we display it as a match in "Pending Invoices" in the PO drawer
Tesorio also compares other invoices matched to a PO and if the same customer has an open invoice that matches the PO balance, we also suggest a match and display it in the "Pending Invoices"
Ready to Submit
All Tesorio invoice matched to POs will be displayed in the new dashboard widget.
You can review the invoice matches directly from the widget.
Once you validate the required information, you can start the Tesorio automated submission process by simply changing the AP Portal status to "Ready to Submit"
Automated Submission
Tesorio logs into the portal using the credentials you entered in the integrations page, identifies the correct customer and PO, fills in required fields, and uploads the invoice PDF.
Tesorio saves the invoice in DRAFT status
Submitting the invoice to the AP Portal
In this initial phase:
The Tesorio product and engineering team will notify you when an invoice is saved as a DRAFT in the AP Portal
You will check the created invoice
You will submit the invoice in Coupa
Troubleshooting
In this initial phase Tesorio Product and Engineering will closely monitor every invoice submission. We have allocated time to monitor, learn and quickly fix issues and make improvements. We will closely work with you to ensure a smooth straight through processing as we continue to automate this flow