Skip to main content

​
What you will accomplish

Outside providers will use one public link to submit invoices with an uploaded file. Your team will review those submissions in Payments > Invoices without giving vendors access to the staff dashboard.

​
When to use this guide

Use this guide when detailers, transport companies, mechanics, photographers, or other vendors need a simple way to send invoices to your facility. This is not the same as a customer invoice (a bill your facility sends to a customer). Vendors use the public portal to send bills to you.
Customer invoice vs vendor invoiceCustomer invoice: money a customer owes your facility. You create it in Payments > Invoices.Vendor invoice: money your facility may owe an outside provider. The vendor submits it through the public portal in this guide.

​
Before you start

  • Public Facility Pages is turned on in Settings > Website & customer app.
  • You know which vendors should receive the invoice link (email, contract packet, or onboarding note).
  • Your team knows who reviews vendor invoices before payment.
  • Your team has a simple approval rule (for example, “Invoices over $500 need a manager”).

​
Step 1: Turn on the vendor invoice portal

1

Open Website & customer app

Go to Settings > Website & customer app.Expected result: You see Public website with a live preview and Page editor.
2

Confirm Public Facility Pages is on

Turn on Public Facility Pages if it is not already on. Vendors need a working public address for your facility before the invoice link will work.If you are not sure which links are public yet, read Choose the right public link to share.
3

Turn on Vendor invoice portal

In the Page editor, expand Header & page settings (at the top of the editor—not in the draggable section list). Find Vendor invoice portal and turn its switch on.Expected result: Vendor invoices appears in Shareable links at the top of the page.
Header and page settings in the Page editor showing Vendor invoice portal toggle
Turn on Vendor invoice portal under Header & page settings, then copy Vendor invoices from Shareable links.
Website settings page scrolled to show Shareable links with Vendor invoices card visible after enabling the portal
After you turn on the portal, Vendor invoices appears in Shareable links near the top of the page. Copy that link—not a staff dashboard address.
1

Copy the Vendor invoices link

Near the top of the page, find Shareable links. Click Copy on the Vendor invoices card.The address usually looks like:/facility/your-facility-name/invoicesWhy this matters: Vendors should not use a staff dashboard link. They only need this public form.
2

Open the link in a private window

Paste the link in a private browser window where you are not signed in as staff.Expected result: You see a public form with your facility name—not the staff dashboard.
Public vendor invoice form with name, email, invoice number, amount, and file upload fields on a populated demo facility page
Vendors complete this form on their own. They do not need a staff account.

​
Step 3: Review the form like a vendor

Walk through the form as if you are the vendor. The form asks for:
  • First name and Last name
  • Company (optional)
  • Phone (optional)
  • Email (required)
  • Invoice number
  • Amount (USD)
  • Invoice date
  • Description — short note about the work
  • Invoice file — PDF or image upload (required, up to 25 MB)
  • Instant payout (optional) — vendor can request faster payment with a 5% fee
Vendor invoice form partially filled with name, email, invoice number, and amount before file upload
Vendors should be able to complete every field without calling your office. Test with sample data before you email the link.
Ask vendors to upload the real invoice fileThe form requires an invoice file. If a vendor only types an amount without attaching their PDF or photo, your team may still need to chase the document by email.
What happens after a vendor submitsAfter the first submission, the vendor may receive an email to set up payment details through Stripe so your facility can pay them. If they choose Instant payout, they pay a 5% fee for faster payment—your team can explain this if vendors ask.
Send the copied link with a short message. Keep it simple—vendors do not need to know how your dashboard works.
Please submit future invoices through this link: [paste your vendor invoice link].Include your invoice number, amount, invoice date, and attach your invoice PDF. This helps our team review and pay on time.
Expected result: Vendors know they should use this link every time instead of only emailing accounts payable.

​
Step 5: Review submissions in Payments

After a vendor submits an invoice, your team works in the dashboard.
1

Open Payments > Invoices

Go to Payments > Invoices.
2

Choose the Vendor tab

Near the top of the page, click Vendor so the list shows vendor invoices only.You can also open Payments > Invoices (vendor filter) directly.Expected result: You see vendor submissions, not customer invoices you sent.
3

Open the invoice row

Click the invoice to review vendor name, amount, invoice date, description, and the uploaded file.Expected result: You can decide whether to approve, pay, or ask the vendor for corrections.
Payments Invoices page on the Vendor tab showing submitted vendor invoices with status and amounts
Vendor submissions appear here. Use the Vendor tab so you do not mix them up with customer invoices. When you review each submission, check:
  • Vendor name and email match someone you recognize
  • Invoice number and amount match the uploaded file
  • Invoice date fits your payment process
  • The uploaded file opens and is readable
  • The vendor is linked to an existing vendor record when possible (Payments > Vendors)
For the full payment workflow, follow Review and pay vendor invoices.

​
Step 6: Update status after your team acts

After approval or payment, update the vendor invoice record in the dashboard.
1

Open the vendor invoice

From the Vendor tab, click the invoice row to open its detail page.
2

Change the status

Use the status control to mark the invoice as approved, paid, or Rejected if you are declining it.Why this matters: Updated status prevents two people from reviewing the same invoice or paying twice.
3

Add a note if needed

Leave a short note when you reject an invoice or ask the vendor to resubmit.
Common statuses your team may see:
  • Submitted — just arrived from the portal
  • Under review — someone is checking the file
  • Approved — ready for payment
  • Paid — payment completed
  • Rejected — sent back or declined with a note

​
What success looks like

  • Vendor invoice portal is on only when your team is ready to monitor submissions.
  • Each vendor has one clear link and simple instructions.
  • Submissions appear on the Vendor tab in Payments > Invoices.
  • Staff open the uploaded file before approving payment.
  • Invoice status is updated so everyone sees what happened.

​
Troubleshooting

The vendor link shows not foundOpen Settings > Website & customer app. Confirm Public Facility Pages is on, your Facility slug is saved, and Vendor invoice portal is on under Header & page settings in the Page editor. Copy Vendor invoices from Shareable links.
Upload failed for the vendorAsk the vendor to try a PDF or clear photo under 25 MB. If needed, accept the invoice by email once while you troubleshoot, then ask them to use the portal next time.
The invoice is under the wrong vendorOpen the submission and check the name and email before paying. Update or merge vendor records in Payments > Vendors when the same company used two different names.
Nobody knows who should approveWrite a one-line rule before you share the link—for example, “Facilities manager approves all vendor invoices over $500.” Add it to your vendor onboarding email.

​
What to do next