Tesorio's Supplier Portal Submissions is Live - Join the waitlist
In this article:
Submissions Overview
Harness advanced AI-powered integrations and seamless connectivity to automate the invoice submission process, addressing the challenges accounts receivable teams face with manual Supplier Portal submissions.
You benefit from a unified view of all customer purchase orders (POs) across multiple portals, allowing you to:
Automate invoice submissions: Save time, reduce errors, and get paid faster.
Holistic View: Access detailed PO information without logging into separate systems.
Efficiency: Eliminate the need to maintain multiple different credentials and manually log into multiple portals to submit and monitor invoices.
To enable submissions, review Enable and Configure Supplier Portal Submissions.
Submissions Workflow
The submission workflow follows these steps:
Sync: Tesorio syncs invoice and PO data from your ERP system and supplier portals (Coupa and Ariba)
Match Invoices to Purchase Orders: Invoices are matched to supplier portal purchase orders and identified for submission using PO number and amount
Pre-submission Checks: The system validates that terms match and sufficient balance exists on the PO and shows you invoices for review and approval
Submission: Tesorio's AI powered process creates invoices in the supplier portals
Monitoring: Tesorio tracks the status of the invoice until payment
Customer Purchase Orders Workspace
Your customer supplier portal POs are synched into Tesorio and can be managed in the Customer Purchase Orders workspace, which provides:
A holistic view of all your portal POs across connected supported portals
PO details including balance, terms, and utilization percentage
Previously submitted invoices linked to each PO
Pending invoices that have been matched by Tesorio and identified for submission
Tesorio Auto-Matching
With every ERP sync, Tesorio runs PO matching algorithms to recommend invoice matches and automate your submissions process.
If the automatic matching misses an invoice, you can manually link them in two ways:
Invoices Workspace/Drawer
Customer Purchase Orders Workspace/Drawer
Pre-submission Checks
Before submitting an invoice, Tesorio performs key validation checks.
Terms Validation: Ensures the terms on the invoice match the terms on the PO. There is a global company setting called Submit invoice if net terms don't match but the PO terms are favorable that determines how this works.
If the setting is on, invoices will be submitted even if the PO terms are more favorable (e.g., longer payment terms) than the invoice terms
If the setting is off, terms must match exactly or the check will fail
PO Balance Check: Verifies that there is sufficient balance on the PO to cover the invoice balance
If the invoice amount is greater than the available PO balance, the invoice will be flagged for review
Invoice Date Check: Tesorio matches your future dated invoices. If a future dated invoices is matched, Tesorio will not auto-submit it. The invoice will be sent to Review Submission for review and approval
Invoice Balance Check: Tesorio matches negative invoices to POs. Tesorio will no auto-submit negative invoice. They will always be sent to Review Submission for review and approval
If either check fails, the invoice status is set to "Review Submission." It will also default to this status if you have the company setting Require approval before automatically submitting invoices toggled on.
See this article for how to configure your account.
Note: Toggling this setting on will make it so that every submission requires an approval. It allows for you to control the amount of automation in the process.
Invoice Submission
For invoices that are automatically matched by Tesorio and pass pre-submission checks, the system automatically initiates the submission process. The invoice status will change to "Submission in Progress" while Tesorio's AI powered process works to create the invoice in the supplier portal.
For invoices that are automatically matched and pass pre-submission checks after manual matching, the system automatically starts the submission process.
If your account is set to "Require approval before automatically submitting invoices," invoice submission will not start until each invoice is reviewed and approved.
Review Submissions
Some invoices will require intervention and review before they can be submitted. You can easily manage these invoices through your dashboard widget “Portal Invoices - Requires Action.”
To set up your dashboard reference Supplier Portal Dashboard and Workspaces.
Invoices in a Review Submission status will be there for one of two reasons:
It didn’t pass the pre-submission check
Your company has the company setting Require approval before automatically submitting invoices toggled on.
Click the Checklist icon to review the submission.
You will now see all invoices that need review in the queue on the left and see their details on the right to take action on them individually or to create an email, add tags, notes or tasks.
For each invoice, you have three options:
Approve: Override the exception and proceed with submission
Once approved Tesorio changes the status to Submission in Progress until the invoice is submitted in the supplier portal
Manual Submit: Mark that you'll handle this invoice outside of Tesorio. Tesorio will no longer attempt to match this invoice to a PO to start submission.
Edit Customer's Supplier Portal Settings: Enable/disable/assign a different provider
Unlink PO from Invoice
You can also access to Review Submission screen from the invoice and PO drawers:
Draft Submissions
When Tesorio submits an invoice to a supplier portal, sometimes it will be saved as a draft rather than fully submitted.
Why Invoices Are Saved as Drafts
Tesorio will save an invoice as a draft for several reasons:
Information Limitations: While Tesorio captures most invoice and PO information, certain fields may require manual selection that only a human can perform within the portal interface, such as:
Selecting specific accounting categories that aren't pre-mapped
Providing supplementary documentation not available in Tesorio
Portal Constraints: Some supplier portals have specific validation rules that can only be addressed by a user directly in the portal:
Line item adjustments that require manual confirmation
Portal-specific coding that must be selected from available options
Custom field requirements unique to your customer relationship
In these cases, Tesorio prepares as much of the invoice as possible—populating all available fields with the correct information from your records—and then saves it as a draft, allowing you to complete the remaining steps quickly without having to re-enter all the invoice data.
Invoices in "Draft" status:
Require manual action by logging into the supplier portal
Are easily identifiable by the yellow Draft status indicator
Can be reviewed directly in Tesorio before completing submission in the portal
To work with draft invoices:
From your dashboard, look for invoices with the yellow "Draft" status
Click the review icon next to the status to open the review overlay
Review the invoice details and submission information
Click the "Open Supplier Portal" button to navigate directly to the portal where you can complete the submission
Once you've completed the submission in the portal, Tesorio will continue monitoring the invoice status
Draft invoices will appear in the dashboard widget "Portal Invoices - Requires Action" to ensure they're addressed promptly.
Failed Submissions
Sometimes, despite Tesorio's best efforts, an invoice submission may fail due to factors in the portal setup or configuration. When this occurs, the invoice will automatically be assigned a "Failed Submission" status.
This status helps you quickly identify invoices that require attention and provides actionable information about the reason for failure and suggested next steps.
Understanding Failed Submissions
The Failed Submission status cannot be assigned manually - it's automatically applied when Tesorio has exhausted all automated attempts to submit an invoice, including retries and troubleshooting.
To review a failed submission:
Click the icon next to the "Failed Submission" status in any invoice table (dashboard widgets or invoices workspace)
A side-by-side view will open showing the invoice details, error message, and suggested action
Review the error details at the top of the screen which explain why the submission failed
Common Failure Scenarios
Failed submissions typically occur for the following reasons:
No "Create Invoice" button available on the PO
Tesorio user lacks permission to create invoices for the customer in the portal
Unable to edit line items to match invoice amount
PO does not have enough funds
Taking Action on Failed Submissions
For each failed submission, you can:
Resubmit: Changes the status back to "Ready to Submit" to try again, typically after addressing the underlying issue
Edit Customer's Supplier Portal Settings: Opens the customer portal settings drawer to make necessary adjustments
Start an Email, Add Tags, Notes, or Tasks: Take follow-up actions without leaving the review screen
Manual Submit: Indicate you'll handle this invoice outside of Tesorio
Manual Matching and Submission
If you need to manually match an invoice to a PO, this is the process to match and submit.
Automatic Pre-submission Checks and Submission
When you manually match an invoice to a PO, Tesorio automatically runs pre-submission checks immediately:
If the pre-submission checks pass and your company setting doesn't require review before submission, the invoice status will automatically change to "Ready to Submit." The submission process will begin within 5 minutes of the manual match, without any further action required from you.
If the pre-submission checks fail or your company setting requires review, the invoice will be placed in "Review Submission" status with the specific issues flagged
You no longer need to manually change the status to "Ready to Submit" after linking an invoice to a PO
Manual Matching From the Invoice Drawer
Select Link Portal PO from the Invoice Info section of the drawer and fill in the necessary information.
Manual Matching From the Customer Purchase Orders Workspace
Open the drawer and select Link Invoice and fill in the necessary information.
Tracking Tesorio-Submitted Invoices
Tesorio provides visibility into which invoices have been submitted to a supplier portal by the Supplier Portals Agent. This helps you track automated submissions and their outcomes.
Submitted to Supplier Portal Field
The "Submitted to Supplier Portal" field shows when an invoice was submitted to a supplier portal by Tesorio's Supplier Portals Agent:
In the Invoices workspace, this field is available as both a column and a filter
The field displays a submission icon and date for Tesorio-submitted invoices
Clicking on this field opens a detailed view of the submission information
Hovering over the field shows a tooltip with the submission timestamp
Filtering and Sorting
You can easily filter to find invoices:
"Submitted by Tesorio" shows all invoices submitted through the Supplier Portals Agent
You can further narrow by date range (This Week, Last Month, Custom Range, etc.)
"Not submitted by Tesorio" shows invoices that haven't been submitted through the Supplier Portals Agent
You can also sort by submission date (newest to oldest or oldest to newest) to prioritize your work.
Reviewing Submission Details
To review the details of a Tesorio-submitted invoice:
Click on the submission date in any invoice table or drawer
A submission overlay will open showing:
The exact submission timestamp
The values that were submitted to the portal
The current Supplier Portal Invoice Status
Tesorio's Submission Results feature gives you instant visibility into submitted invoices without leaving the platform. With a single click, you can view exactly what was submitted to supplier portals and when it happened.
Understand Invoice Status Changes
Here's a step-by-step explanation of how invoice statuses change when working with Tesorio's Supplier Portal Agent:
Invoice Status Flow During Submission
Initial Match: When Tesorio identifies a match between an invoice and a Purchase Order (PO), it will set the invoice status to either:
Ready to Submit: This status triggers the automated submission process and queues the invoice for submission.
Review Submission: This status appears when either:
The invoice and PO pair didn't pass pre-submission checks (terms mismatch or insufficient PO balance)
Your company setting is configured to require review before submission
If a customer is not enabled for invoice submission, Tesorio will exclude the customer's invoices from the automated submissions process
Manual Matching: When you manually match an invoice to a PO:
Tesorio automatically runs pre-submission checks
If checks pass and your company setting doesn't require review, the invoice status automatically changes to "Ready to Submit," which queues the invoice for submission.
If checks fail or your company requires review, the invoice goes to "Review Submission" status
Submission Process: Once an invoice changes to Ready to Submit (either automatically or after review), it enters the submission queue, which runs every 5 minutes.
The status changes to Submission in Progress while Tesorio's AI is working to create the invoice in the supplier portal
Post-Submission: After submission, the invoice status is updated to reflect its current status in the portal or the submission status if the submission was unsuccessful:
Pending Approval: Submitted but not yet approved in the portal
Approved: Approved for payment in the portal
Disputed: Flagged with issues in the portal
Paid: Marked as paid in the portal
Draft: Tesorio saved the invoice as draft - you need to log into the portal and manually submit
Failed Submission: The Tesorio submission process encountered an error that requires user attention
Line Linking: After the invoice is submitted, it is linked to the specific PO lines in the portal, and this relationship is displayed in the Customer Purchase Orders workspace in Tesorio.