VaultAP Docs

Quick Start

This guide walks you through the five steps to go from sign-up to your first fraud-scored invoice. Most teams complete this in under 30 minutes.

Create your organization

After signing up, you'll be prompted to create your organization. This is the top-level container for your team, vendors, invoices, and audit logs.

  • Enter your company name and primary business address
  • Select your base currency (you can add more later)
  • Choose your industry — this helps VaultAP calibrate risk models to your sector

You can update all of these settings later from Settings > Organization.

Invite your team

VaultAP works best when your AP team can collaborate on flagged invoices. Head to Settings > Team Management to invite colleagues.

  • Admin — full access to settings, risk configuration, and user management
  • Reviewer — can review flagged invoices, approve, or escalate
  • Viewer — read-only access to invoices and audit logs

You can assign reviewers to specific vendor groups or flag types later.

Import your vendor list

VaultAP uses your vendor master data to detect impersonation, bank account changes, and new-vendor risk. You can import vendors in three ways:

  • CSV upload — download our template from Vendors > Import, fill it in, and upload
  • ERP sync — connect directly to supported ERPs (NetSuite, QuickBooks, SAP) under Settings > Integrations
  • Manual entry — add vendors one at a time from the Vendors page

Don't have a clean vendor list yet? You can skip this step and VaultAP will build your vendor database automatically as invoices arrive. You'll see more "new vendor" flags initially, but the system learns quickly.

Upload your first invoice

Navigate to Invoices > Upload and drop in a PDF, image, or scanned document. VaultAP will:

  1. Extract all invoice fields via OCR (vendor name, amount, date, line items, bank details)
  2. Match the invoice against your vendor database
  3. Run duplicate detection across your invoice history
  4. Score the invoice from 0 (no risk) to 100 (high risk)
  5. Generate a plain-language explanation for any flags

You can also send invoices via email — see Processing Your First Invoice for details.

Review the results

Once processing completes (usually under 15 seconds), you'll see the invoice on your dashboard with:

  • Risk score — a single 0-100 number summarizing overall fraud risk
  • Flag breakdown — individual checks that contributed to the score (e.g., "Duplicate amount and date", "Bank account differs from last payment")
  • AI explanation — a plain-language summary of why this invoice was flagged or cleared
  • Action buttons — Approve, Flag for Review, or Reject

Invoices scoring above your configured threshold are automatically routed to assigned reviewers.

What's next

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