Connect Supplier Portals

💡 Recommendation: create a dedicated Tesorio user in each portal, and add that user’s credentials here with MFA turned on. See How to Create a User in Coupa and How to Create a Tesorio User in Ariba.

Navigate to Settings > AI Agents > Supplier Portals Agent > Portal Credentials. Select + Add credentials.

Select your supplier portal provider or type one in and add the credentials. Select Save.

After you add your portal credentials, Tesorio syncs your portals and matches your customers to their portal accounts.

Enable and Configure Portal Submissions

Navigate to Settings > AI Agents > Supplier Portals Agent > Submission. Select + Turn on submission.

Settings

Invoice submission

Setting	What it does
Submit invoices to supplier portals	Turns submissions on. Tesorio matches each invoice to its PO by the invoice's PO number.
Use another field when the PO number is blank	Match invoices to POs using a custom field. Tesorio checks the PO Number field first, then that field if no PO matches.
Maximum invoice age	Invoices dated more than x days ago stay out of the submission queue, so your team submits them. The default is 60 days.
Require approval before submitting*	Invoices that pass the checks wait for your review instead of going straight to the submission queue.

*Require approval before submitting is useful when you’re first getting started. Invoices waiting for approval appear in Requires action. Turn the setting off when you’re ready for fully automated submissions.

Submit automatically

Choose the portals where Tesorio submits invoices for you.

Setting	On	Off
Coupa	Tesorio submits the invoice	Tesorio saves a draft in Coupa for your team to submit
Ariba	Tesorio submits the invoice	Tesorio saves a draft in Ariba for your team to submit
Taulia	Tesorio submits the invoice	Tesorio saves a draft in Taulia for your team to submit
ServiceChannel	Tesorio submits the invoice	ServiceChannel has no drafts, so Tesorio prepares and checks the invoice but doesn't submit it
Business Xchange	Tesorio submits the invoice	Tesorio saves a draft in Business Xchange for your team to submit
QBuild	Tesorio submits the invoice	Tesorio saves a draft in QBuild for your team to submit

Checks before submitting

Tesorio submits an invoice only when it passes these checks. When a check fails, Tesorio flags the invoice for your review.

Check	What it checks
PO balance (always on)	Ensures sufficient balance exists on the purchase order.
PO status (Always on)	Verifies the purchase order is in an active status.
PO terms	The PO's payment terms match the invoice's. Choose Same as or better than invoice terms: Submits when the PO’s terms pay you the same day or sooner than the invoice’s. (e.g. a Net 15 PO passes for a Net 30 invoice, but a Net 45 PO doesn’t)
Invoice date	When enabled, future-dated invoices will not pass validation and will be sent to "Requires action"
Invoice balance	When enabled, invoices with zero or negative balances will not pass validation and will be sent to "Requires action"

Give Tesorio Users Access

The Customer Purchase Orders workspace shows the POs Tesorio syncs from your customers’ portals. The same Customer Purchase Order permission also gives access to the Supplier Portals Agent page and Portal Submissions. Turn it on for each permission group that works with portal submissions.

Navigate to Settings > Permissions.

Select or create the Permission Group you would like to have access.
Scroll to the bottom and turn on the toggle.
The Manage setting should be On if the users in the Permission Group should have access to make changes to Purchase orders - linking customers, adding assignees, etc.

Enable and Manage Customers

When you add your portal credentials, Tesorio syncs your portals and matches your customers to their portal accounts. The first sync finishes within a day and then you can turn submissions on for your customers either individually or in bulk.

Individual Customer Management

Enable invoice submissions for specific customers by:

Navigate to the customer record page in Tesorio. Toggle on the setting and select the Settings icon.
The side panel will pop open. Select "Submit invoices to portal."

Add custom instructions if there are specific instructions you want the agent to follow. The agent follows these on every invoice billed through this account. A change applies from the next submission.

Bulk Customer Management

You can manage multiple customers at once through the Customers workspace. You have two options.

Manage Functionality: Used to turn submissions on for a customer with a portal
Manage Portal Provider: Used to add a portal provider to a customer

Select one or more customers in the Customers workspace
Click the "Supplier Portals Agent" button in the bulk action bar at the bottom of the screen
Select Manage Functionality or Manage Portal Provider
- Manage Functionality.
  - Email monitoring only: Ensures all selected customers are set as portal customers (if not already) and configures them for email monitoring only
  - Portal submissions and email monitoring: Ensures all selected customers are set as portal customers (if not already) and enables them for both portal submissions and email monitoring
  - Disable all functionality: Disables all portal functionality for the selected customers. These customers will be marked as non-portal customers, and they will not be automatically re-enabled during the next sync or when new emails are received
- Manage Portal Provider:
  - This will ensure all selected customers are marked as portal customers (if not already)
  - Selecting this option will present a dropdown menu of available portal providers
    
    Important Notes
    Changing a customer's portal provider will affect open invoices that have not yet been approved or paid
    The system will maintain existing statuses and relationships for invoices that have already been approved or paid
    When clearing a portal provider, customers won't be automatically linked to the previous provider during future syncs or emails received

Portals Submissions Configuration & Setup