The Tesorio Supplier Portals Agent, with its monitoring functionality allows your team to track portal status updates without having to log in to each portal separately.
The Tesorio Supplier Portals Agent automatically tracks all emails sent from supported supplier portals to the email accounts connected to your Tesorio instance.
Supported Portals
Portal | Pending Approval | Approved | Paid | Disputed |
Ariba | ✅ | ✅ | ✅ | ✅ |
Coupa | ✅ | ✅ | ✅ | ✅ |
Airbase |
|
| ✅ |
|
AvidXchange | ✅ |
| ✅ |
|
Bill.com | ✅ |
| ✅ |
|
MineralTree |
|
| ✅ |
|
Ramp |
|
| ✅ |
|
Taulia |
|
| ✅ |
|
Tradeshift |
|
| ✅ |
|
Tungsten | ✅ |
| ✅ |
|
Zip |
|
| ✅ |
|
Need support for a specific portal? Let your CSM know.
Enabling your Account
Important: The Supplier Portals Agent works by monitoring email notifications from your portals. To function properly, make sure:
Portal notifications are enabled for all your supplier portals (Coupa, Ariba, etc.)
These notifications are being sent to an email address that's connected in Tesorio
In Administration > Company, locate the Supplier Portal Settings tile and enable these automated workflows:
Monitoring Emails: Automatically track invoice status updates
You can specify a custom field if your invoice numbers are populated in a custom field
Create Notes: Add notes when invoice statuses change
Add Promise to Pay: Set promise to pay dates for approved invoices
Create tasks for disputes: Assign tasks when invoices are disputed
Create tasks for POs: Generate tasks for purchase order updates
If you don't see this section, contact your CSM to enable the feature.
How the Monitoring Agent Works
Email Monitoring
The Agent monitors your connected team and individual accounts in Tesorio for emails from the supported portals.
Email to Invoice Matching
Tesorio uses intelligent matching algorithms to connect portal emails to the correct invoices:
Primary matching based on invoice numbers
Secondary matching using amount information when invoice numbers aren't clear
Identifying your Customers' Supplier Portals
Tesorio automatically identifies and sets portal providers for your customers:
You can also set portal providers manually in the customer drawer or workspace, and bulk updates are available.
Supplier Portal Invoice Statuses
Tesorio's Monitoring Agent tracks five key invoice statuses:
Manual Submit: A matching PO has been received from the portal
Pending Approval: Invoice submitted to portal but not yet approved
Approved: Invoice approved for payment
Disputed: Invoice has been disputed in the portal
Paid: Invoice marked as paid in the portal
You can hover over the Email icon next to the portal status to see the source email:
If you have the Supplier Portal Submissions Funtionality enabled, please refer to the Supplier Portal Submissions documentation for additional status types specific to this functionality.
You can customize your view by adding Supplier Portal Provider and Portal Status columns in the Invoices workspace. To learn how to set up a filtered dashboard for your portal invoices, please see our article on Creating Custom Dashboards and Workspace Filters.
Related Records Updates by the Monitoring
If you have the configurations on, the Monitoring can perform the following actions
Create Notes
Each time an invoice's status is updated, a note is created to reflect the update. When an email contains a note or comment from your customer, the details will automatically be added to the invoice notes field in Tesorio.
Create Tasks
If the invoice portal status is Disputed, Tesorio automatically creates a Task for the invoice assignee. If there is no assignee, the task is created but not assigned.
New Purchase Order - if enabled, Tesorio will create a task when a new purchase order is received (currently supported for Coupa and Ariba).
The invoice portal status will be marked as Manual Submit.
Promise to Pay Dates
When the invoice portal status is Approved or Paid, Tesorio automatically sets the promise to pay date for the invoice:
If a specific expected settlement date is provided, that date is used
If no specific date is given, the promise to pay date is set based on the terms assigned to the invoice, calculated from the day of approval
For example, if the invoice is Net 30 and approved on June 1, the promise to pay date is set as June 30.
