Frequently Asked Questions
How does VaultAP work with my existing AP software?
VaultAP sits on top of your existing workflow. You upload invoices (or forward them via email) and VaultAP scores them before you process payment in your accounting system. No ERP integration is required to get started.
What happens if the AI explanation is wrong?
The AI explanation is a summary to help reviewers — it never makes the approve/reject decision. If an explanation seems inaccurate, the reviewer still has access to the full risk flag breakdown, vendor history, and extracted fields to make their own judgment. The rules-based score is always accurate; the AI explanation is an assistive layer.
How long does setup take?
Most teams are processing their first invoice within 30 minutes of signing up. Importing historical vendors takes a few additional minutes if you have a CSV ready.
Is my data safe?
Yes. Bank details are hashed and never stored in plain text. All data is encrypted at rest (AES-256) and in transit (TLS 1.3). Your data is isolated from other customers through three layers of tenant isolation. See our Security Overview for details.
Can I customize the risk rules?
Yes. Admins can adjust the weight of each rule and configure thresholds in Settings > Risk Configuration. You can preview the impact of changes on historical invoices before committing. Custom rule creation is coming in V2.
What if I process more invoices than my plan allows?
You'll receive a notification at 80% and 100% of your plan limit. Invoices are not hard-blocked — overages are billed at $0.15 per invoice above your limit.
Does VaultAP replace my accounting software?
No. VaultAP is a fraud detection layer that sits between invoice intake and payment approval. It works alongside your existing AP software, not in place of it.
Can my auditor access VaultAP?
Currently, you can export the full audit log as CSV for your auditor. A dedicated read-only Auditor role is coming in V2 for direct access.
What file types can I upload?
PDF, PNG, JPG, JPEG, and TIFF. Maximum 25MB per file, 25 files per bulk upload.
How does the risk score work?
Each invoice is evaluated against 10+ deterministic rules. Each rule that triggers adds its weight to the total score (capped at 100). The score determines routing: below the auto-clear threshold it's automatically cleared, above it goes to the review queue. See How Risk Scoring Works for the full explanation.
Can I undo an approve or reject action?
Once an invoice is approved or rejected, the action is logged in the audit trail and cannot be undone. This is by design for audit compliance. If you need to revisit a decision, you can escalate the invoice for senior review.
Is there an API?
API access is available on the Business plan. Full API documentation is coming in V2. See the API Overview for planned capabilities.