Organization Settings
Organization settings control global preferences that apply to every user in your VaultAP account. Only Admins can modify these settings.
Organization Name
The display name for your organization. This appears in the navigation bar, email notifications, and exported reports. To change it, enter a new name and click Save.
Timezone
All timestamps in VaultAP — dashboard metrics, audit trail entries, report date ranges — are displayed in your organization's configured timezone. Select your timezone from the dropdown and click Save.
Changing the timezone does not alter stored data. It only affects how dates and times are displayed in the UI and exports.
Dedicated Email Inbox
Every VaultAP organization receives a unique email address (e.g., invoices-acme@ingest.vaultap.com). Invoices sent to this address are automatically ingested, OCR-processed, and scored.
You can find your dedicated inbox address on this settings page. Use the Copy button to copy it to your clipboard, then configure your AP workflow or email forwarding rules to route invoices to this address.
Do not share your dedicated inbox address publicly. Anyone who knows the address can submit invoices to your organization's pipeline.
Data Retention Period
Configure how long VaultAP retains processed invoice data, vendor records, and audit logs. Options include:
| Retention Period | Description |
|---|---|
| 90 days | Suitable for organizations with short compliance windows |
| 1 year | Standard retention for most AP teams |
| 2 years | Extended retention for audit-heavy environments |
| Custom | Set any period between 30 days and 7 years |
When data exceeds the retention period, it is permanently deleted in a nightly job. Audit trail entries follow the same retention schedule.
Reducing the retention period triggers immediate deletion of data older than the new threshold during the next nightly job. This action cannot be undone.
Data Export
The Data Export section lets you download a full CSV export of your organization's data. Three export types are available:
Select export type
Choose from All Invoices, All Vendors, or Audit Logs. Each produces a separate CSV file.
Choose date range (optional)
Optionally filter the export to a specific date range. If no range is set, the export includes all data within your retention window.
Generate and download
Click Generate Export. VaultAP prepares the file in the background and sends a download link to your email when it is ready. Large exports may take several minutes.
Full data exports are also useful for GDPR data portability requests. See the Security > Compliance page for more details.