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Supplier Portal Monitoring & Settings

Track portal status updates without having to log in to supplier portals

Supplier Portal Monitoring

Supplier Portal Monitoring keeps your invoices’ portal statuses up to date without anyone logging in to a portal. Tesorio reads the notification emails your customers’ supplier portals send to your connected mailbox. It finds the invoice number in each email and matches it to the invoice in Tesorio. It then updates that invoice’s status and, depending on your settings, adds notes, tasks and promise to pay dates.

Monitoring is available to every Tesorio company. It’s part of the Supplier Portals Agent, and you can use it on its own or together with Submissions.

In this article you will find the following information:

Enable Monitoring

💡 Monitoring is off by default. Tesorio doesn’t read any portal emails until you turn it on.

  1. Connect a mailbox. The inbox that receives your portal notification emails must be connected to Tesorio.

  2. Send portal notifications to that mailbox. In each of your supplier portals, turn on invoice notifications to that same connected inbox.

  3. Turn on Monitoring. Navigate to Settings > AI Agents > Supplier Portals Agent > Monitoring and turn on Monitor supplier portal emails.
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Configure Monitoring

All Monitoring settings are in Settings > AI Agents > Supplier Portals Agent > Monitoring.
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Setting

What it does

Monitor supplier portal emails

Turns Monitoring on

Use another field when the invoice number is blank

Match portal emails using a custom field. Tesorio checks that field first, then the Invoice Number field if no invoice matches.

Create tasks when a PO arrives

Creates a task when a portal email says a new PO was issued

Create notes

Adds a note to the invoice when its status changes

Create notifications

Sends a notification when an invoice’s status changes

Create tasks for disputes

Creates a task for the invoice’s assignee when an invoice is disputed

Extract promise to pay dates

Uses the payment date in the portal email. Select the portals you want to turn this on for.

Calculate promise to pay dates

Calculates the date from the invoice’s payment terms when the invoice is approved. Available for Coupa and Ariba.

Keep existing promise to pay dates

Stops Tesorio from changing a promise to pay date that’s already set


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Supported Portals

Portal

Pending Approval

Approved

Paid

Disputed

Canceled

Ariba

✅

✅

✅

✅

Coupa

✅

✅

✅

✅

✅

Airbase

✅

AvidXchange

✅

Bill.com

✅

✅

MineralTree

✅

Ramp

✅

Taulia

✅

✅

Tradeshift

✅

Tungsten

✅

Zip

✅

Need support for a specific portal? Let your CSM know.

Identifying 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 through a bulk actions in the Customers Workspace.

Supplier Portal Invoice Statuses

Tesorio's Monitoring Agent tracks five key invoice statuses:

  • Pending Approval: Invoice submitted to portal but not yet approved

  • Approved: Invoice approved for payment

  • Disputed: Invoice has been disputed or rejected in the portal

  • Paid: Invoice marked as paid in the portal

  • Canceled: The purchase order on the invoice was canceled in the portal (Coupa only)

You can hover over the Email icon next to the Supplier portal status on your Dashboard widget or workspace to see the source email:

If you have the Supplier Portal Submissions Functionality 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 Supplier 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.

Automated Related Records Updates

If you have the configurations on, the Monitoring can perform the following actions:

  • Create Notes

  • Create Tasks

  • Set Promise to Pay Dates

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

The Supplier Portal Agent will create new tasks under the following circumstances:

  • 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 (supported for Coupa and Ariba).

Update Promise to Pay Dates

When the invoice supplier portal status moves to 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 invoice terms, calculated from the day the invoice is marked approved and/or paid

For example, if the invoice is Net 30 and approved on June 1, the promise to pay date is set as June 30.

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