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AP Portals

Track invoice and PO status in your customers’ AP portals, and submit invoices to them, without logging in to each portal.
Many large customers require invoices to be submitted and tracked in their own accounts-payable portal. Stuut keeps those invoices moving without your collectors checking each portal by hand:
  • Status sync — Stuut regularly pulls buyers, POs, and invoice statuses from the portal into Stuut, and matches them to your invoices.
  • Invoice submission — for supported, PO-backed invoices, Stuut prepares the submission and, once you’ve approved the setup, submits it for you.
  • Rejections — when a buyer rejects an invoice, Stuut brings it back to you as a task, with the reason where available.
Invoices that aren’t backed by a PO aren’t supported yet. Don’t see your customer’s portal? New portals are added regularly, so ask your CSM.
  • Not submitted — the PO is visible, but no invoice has been submitted yet
  • Submitting — the portal has the invoice and is still processing it
  • Submitted — received and waiting for buyer approval
  • Approved — approved but not yet scheduled for payment
  • Paid
  • Rejected — rejected by the portal or the buyer, with a reason
  • Disputed, On hold, Cancelled
  • Unknown — the portal showed a status Stuut doesn’t recognize yet. This is never treated as “not submitted.”
Stuut never submits to a new buyer’s form without your review:
1

Stuut maps the buyer's invoice form

When Stuut finds a PO that can be invoiced, it maps the portal’s invoice form and suggests values for any unclear fields based on your invoice data.
2

You review the setup

You get a Review invoice form setup task showing each portal field, where its value comes from, and what Stuut filled in, with a screenshot. Approve it, or reject it with feedback. Approving saves the setup for that buyer. It doesn’t submit the sample invoice.
3

Stuut submits eligible invoices

After the setup is approved, Stuut submits eligible invoices and records what was sent, when, and a full-page screenshot as proof of submission. Stuut checks that the invoice isn’t a duplicate and that quantities and prices match the PO. Anything that doesn’t match goes to a person for review.
Invoice form setup and automated submission are rolling out gradually. Ask your CSM whether they’re available for your portals.
The rejection comes back into Stuut, with the buyer’s reason where the portal provides one, and creates a task, so your collector can correct the invoice in your ERP or follow up with the buyer. How quickly you see a rejection depends on how often the portal is synced.Stuut doesn’t edit invoices itself, because invoices are created in your ERP. A rejection before buyer approval isn’t treated as a dispute.
  • A dedicated portal login for Stuut, for example stuut-portal@yourcompany.com
  • Permission to read customers, POs, and invoices, plus permission to create invoices if you want Stuut to submit them
  • If the portal requires multi-factor authentication, an authenticator app (TOTP) is strongly recommended. Email- or SMS-only codes and passkeys aren’t supported.
You can connect multiple logins per portal and map each customer to the right login.
Share which portals you use, invoice volume per portal, and whether you use PO flips or direct invoicing. Most volume usually sits in three or four portals, so start there.