VaultAP Docs

Onboarding Guide

This guide covers what to expect during your first week with VaultAP and provides a recommended rollout plan for getting your full AP team up and running.

What to expect

Most teams go from first login to full production use within 5-7 business days. The process is designed so you can run VaultAP in parallel with your existing workflow before fully relying on it.

You don't need to stop your current process to start using VaultAP. Run it alongside your existing checks for the first week to build confidence in the scoring.

Recommended setup order

Day 1: Foundation

Goal: Get the basics in place so you can start processing invoices.

  • Create your organization and configure base settings (currency, industry, timezone)
  • Import your vendor master list (CSV upload is the fastest path)
  • Invite 1-2 team members as Admins to help with configuration
  • Upload 5-10 recent invoices you've already reviewed manually — this lets you compare VaultAP's assessments against your own judgment

By the end of Day 1, you should have a feel for how VaultAP scores invoices and what kinds of flags it raises.

Day 2-3: Calibration

Goal: Tune risk settings to match your organization's risk tolerance.

  • Review the scores and flags from your Day 1 test invoices
  • Adjust risk thresholds under Settings > Risk Configuration — if too many invoices are being flagged, raise the review threshold; if too few, lower it
  • Configure flag weights — give more importance to checks that matter most to your business (e.g., bank account changes may be critical for you, while minor amount variations are acceptable)
  • Set up routing rules — assign specific reviewers to specific vendor categories or flag types

There's no single "right" threshold. A good starting point is 50 for the review threshold. You can always adjust as you learn your invoice patterns.

Day 3-4: Team onboarding

Goal: Get your full AP team set up and familiar with the review workflow.

  • Invite all remaining team members with appropriate roles (Reviewer or Viewer)
  • Walk reviewers through the review queue: how to read risk scores, interpret flags, and use the AI explanations
  • Establish your team's review protocol — who handles what, escalation paths, expected response times
  • Set up email notifications under Settings > Notifications so reviewers are alerted when invoices land in their queue

Day 4-5: Parallel run

Goal: Process real invoices through VaultAP alongside your current workflow.

  • Begin routing incoming invoices to VaultAP (via email forwarding or dashboard upload)
  • Continue your existing manual checks in parallel
  • Compare VaultAP's assessments against your team's manual findings
  • Note any false positives (flagged but actually fine) or false negatives (missed but should have been caught) and adjust configuration accordingly

This parallel period builds trust and surfaces any configuration tweaks needed before full adoption.

Day 5-7: Go live

Goal: Make VaultAP your primary pre-payment check.

  • Transition to using VaultAP as the first step in your invoice approval workflow
  • Set up your ingestion email as the default destination for vendor invoices (or connect your ERP integration)
  • Confirm audit log settings are capturing everything your compliance team needs
  • Schedule a brief team check-in after the first full week to discuss the experience and any final adjustments

Tips for a smooth rollout

Start with a small group

Don't invite your entire AP department on Day 1. Start with 2-3 experienced team members who can evaluate VaultAP's output critically and help fine-tune settings before the broader team comes on board.

Use real invoices from the start

Synthetic test data won't help you calibrate. Upload invoices you've already processed and compare the results. This is the fastest way to build confidence and identify configuration needs.

Set expectations with reviewers

VaultAP is not a magic filter that catches everything and never makes mistakes. It's a detection layer that surfaces risk signals for human judgment. Make sure reviewers understand:

  • A low score doesn't guarantee an invoice is safe — it means VaultAP found no significant risk signals
  • A high score doesn't mean an invoice is fraudulent — it means there are signals worth investigating
  • The AI explanations are summaries, not conclusions — reviewers should still examine the underlying flags

Don't over-tune on Day 1

It's tempting to immediately adjust every threshold and weight. Resist this. Let VaultAP process a meaningful volume of invoices (at least 20-30) before making significant configuration changes. Early tuning based on a handful of invoices can lead to overcorrection.

Leverage the audit log early

Even during your parallel run, VaultAP is logging every decision. This is useful for:

  • Demonstrating to auditors that you're testing a new control before relying on it
  • Comparing detection rates between VaultAP and your manual process
  • Building a record of configuration changes and their rationale

If you have questions during onboarding, reach out to your VaultAP account manager or visit the Support page. Most onboarding questions can be resolved same-day.

What's next

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