Falaah Falaah AI

Vendor Invoices, Documents and Forms

How vendors submit invoices and compliance documents through the portal, and how your team finds vendor documents and builds the forms vendors fill in.

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.

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.

Uploads are capped at 10 MB a file. If a scan is rejected, reduce the resolution or split it rather than retrying the same file.

For your team: finding vendor documents

Everything a vendor uploads lands in the vendor document explorer.

  1. Go to Sidebar → Vendors → Administration → Explorer: “Browse, search, and export vendor and procurement documents”. (The menu label is Explorer; the page is titled Vendor Documents.)
  2. Narrow it with the search box (filename or tag:value), the From date and To date range, and the Type:, Status: and Tags: chips.
  3. The table shows Filename · Type · Status · Created · Updated by default, newest first. Columns adds any extracted field.
  4. Click a row to preview, double-click to open the document.
  5. Select two or more rows and Compare & Synthesize reads them together.
  6. Export offers CSV and Excel.

Insurance certificates also surface in their own register: see Vendor insurance certificates.

For your team: vendor forms

Sidebar → Vendors → Administration → Forms & Surveys is the platform form builder, filtered to vendor forms. Use it for anything you need a vendor to fill in that is not an invoice or a document: an onboarding questionnaire, a diversity declaration, a service survey.

  1. Click New Form and build it in the wizard.
  2. Four tabs organize the list: All Forms, Published, Drafts, Closed. Each card shows the field count.
  3. Per form you can view submissions, duplicate it, publish or unpublish it, open Summary & analytics, or delete it.
  4. Review submissions at the top opens every submission across your forms.

How a vendor receives a form: by its public link. Publish the form, copy its link from the card, and send it to the vendor. There is no send-to-vendor button on this screen: the link is the delivery mechanism, which is also why the confirmations are blunt about it:

  • Unpublishing: “{title}” stops accepting submissions immediately and its public link shows nothing to anyone who opens it, including families part-way through signing up.
  • Deleting: “{title}” is deleted for good, and its public link stops working immediately, anyone who opens it sees nothing.

Unpublish rather than delete if you may want the form back.

When it goes wrong

What you see What it means How to clear it
“Unable to load documents” / “The document list could not be loaded. Retry, or check back shortly.” The document service did not answer. Click Retry.
“No documents found” Your filters exclude everything. Clear the type, status, tag and date filters.
“Failed to load forms. Please try again.” The forms service did not answer. Click Retry.
“No forms yet” Nothing has been built for vendors. Click New Form.
A vendor says your form link shows nothing The form is unpublished, closed or deleted. Publish it, then re-send the link.
A document upload rejected on the vendor side The file type is not supported, or it is over 10 MB. Convert to PDF and reduce the size.

Next step