Submitting Invoices & Documents as a Vendor
Step-by-step guide for vendors: submit invoices from the portal, track payment status, and upload W-9s, insurance certificates, and other compliance documents.
Your customer sent you a portal link — here’s how to use it for the two things vendors do most: getting invoices in and keeping compliance documents current.
Submitting an invoice
Open the Invoices tab and fill in the form:
| Field | Required | Notes |
|---|---|---|
| Invoice number | Yes | The number from your own invoice — it appears on your payment remittance |
| Amount | Yes | Must be greater than zero, two decimal places (USD by default) |
| Due date | No | ISO date — helps your customer schedule payment |
| Description | No | Up to 500 characters describing the goods or services |
On submit you get a reference number instantly. Keep it with your records — it’s how both sides identify the invoice while it moves through your customer’s approval queue. Once paid, the invoice appears in your payment history on the Dashboard.
If submission fails, the error shows directly on the form — fix the field and resubmit. Duplicate invoice numbers are a common cause.
Uploading compliance documents
The Documents tab accepts the document types your customer tracks for compliance:
- W-9 (taxpayer identification)
- Insurance certificate
- Business license
- Tax ID
- Bank information
- NDA and contract copies
- Other supporting documents
Pick the document type before uploading so it lands in the right compliance slot. Your compliance status on the Dashboard (for example, “2/3 met”) updates as your customer reviews what you’ve sent — keeping it green keeps payments unblocked.
Documents your customer shares with you also appear in this tab.
Tracking payments
The Dashboard tab shows pending actions your customer is waiting on, your recent payments, and your overall compliance status. Payment history lists what’s been paid and when, so you can reconcile against your own books without emailing anyone.
If your link stops working
Portal links expire for your security. When a link is expired or invalid, the portal says so and the fix is always the same: contact your customer for a fresh link — they can issue one at any time. The “Access expires” date in the portal header tells you when to ask before it becomes urgent.