Your food supplier sends 40 invoices a month. Your linen service, your utilities, your waste hauler - the same handful of vendors make up most of your AP volume, and their invoices look exactly the same every time. There's no reason a person should key them in.

Trusted Vendors is Finorbi's pipeline for those predictable vendors. Set a vendor up once and every invoice they send is read, coded and posted to QuickBooks Online automatically.

Trusted Vendors configuration
Each Trusted Vendor has its own forwarding address, its status and this month's activity.

How it works

  1. Add the vendor - pick it from your QuickBooks Online vendor list.
  2. Get its forwarding address - Finorbi creates a unique inbox for that vendor.
  3. Point the invoices there - ask the vendor to email invoices to that address, or set up a forward from your AP mailbox.
  4. Confirm the rules - which account and location the invoice codes to, and how to recognise the invoice.
  5. Done - new invoices are processed as they arrive.

Finorbi can set the vendor up for you from one sample invoice: upload it, and the suggested rules are filled in for you to confirm.

Exceptions only

Most invoices sail straight through. The ones that need a person - an unexpected amount, a missing location, a possible duplicate - are flagged Needs attention so you can fix them in a click.

Trusted Vendor Logs
Trusted Vendor Logs: every invoice processed, with what was posted, what's waiting and what needs attention.

Works with your approvals

Trusted Vendor invoices follow the same Approval Workflows as everything else. You can let them post automatically, or require approval above a certain amount or for certain locations - for example, "food and beverage vendors over $2,500 go to the store manager."

Built-in controls

  • Duplicate protection - the same invoice is never posted twice.
  • The PDF is attached to every Bill in QuickBooks Online.
  • Full log of every invoice: received, posted, needs attention, duplicates - searchable by vendor, date and status, with Excel export.
  • Vendor suggestions - Finorbi watches Intelligent AP and recommends vendors that are ready to become trusted.

Trusted Vendors vs Intelligent AP

Trusted Vendors Intelligent AP
Best for Recurring vendors with consistent invoices Everything else - new, one-off or irregular invoices
Setup Once per vendor None
How invoices arrive The vendor's own forwarding address Company AP inbox or PDF upload
Coding Your rules, applied every time AI suggestions learned from your history
Review Exceptions only Anything the AI isn't sure about

Together they cover your entire AP inbox. Both count toward your plan's monthly AP invoice allowance.

Set up your first Trusted Vendor