An invoice shows Review Vendor when AP Agent can't match it to an existing vendor, or finds the vendor but no contract for the hotel. AP Agent never creates vendors or contracts automatically — this prevents duplicate and misspelled vendor records from piling up. This article walks through resolving both scenarios.
Prerequisites
• You have permission to select vendors on invoices, and to create vendors or contracts if needed.
Scenario 1: Vendor Not Found
Step 1: Check for an Existing Vendor
Before creating anything, search the Vendor field on the invoice. The vendor may already exist under a different name, a former name, or an internal shorthand.
Step 2a: If the Vendor Exists, Select It
Select the correct vendor from the search results. Then consider updating the vendor's name in Inn-Flow (see Improving Vendor Match Accuracy below) so AP Agent finds it next time.
Step 2b: If the Vendor Is New, Select Create Vendor
Select Create Vendor on the banner. The Add New Vendor form opens, pre-filled with the details AP Agent extracted from the invoice — such as name, address, account number, and phone number.
Review every pre-filled field against the invoice, and complete any required fields (marked with a red *) that are blank, such as Invoices Due After. Add optional details like TAX ID/SSN, Email, or 1099 Vendor as needed.
Select Add Vendor to save. Select Cancel to close the form without creating the vendor.
Take a moment on this review — any mistake saved here follows the vendor record going forward.
IMPORTANT: Only create a vendor after confirming it does not already exist. Duplicate vendors cause reporting and payment issues.
Scenario 2: Vendor Found, No Contract for This Hotel
Step 1: Confirm the Vendor
Check that the vendor AP Agent selected is correct.
Step 2: Select Create Contract
Select Create Contract on the banner. The Add New Contract form opens for this vendor, pre-filled with details from the vendor record and the invoice. The vendor Name can't be edited here.
Review and complete the contract details: Payment Method, Invoices Due After, Address, Account Number, and Check Display Name. Required fields are marked with a red *.
Select Add Contract to save. Select Cancel to close the form without creating the contract.
If You Closed the Banner
Selecting the X on a Review Vendor banner hides it for your current session. While it's hidden, you can't use Create Vendor or Create Contract to pre-fill the form with the extracted details. To get the banner back, close the invoice and reopen it.
After Resolving the Vendor
Continue reviewing the rest of the invoice. See AP Agent: Reviewing an AI-Extracted Invoice.
Improving Vendor Match Accuracy
AP Agent matches invoices against the vendor names in your system. A common reason for a missed match is a vendor saved under an internal nickname, a former name, or a property-specific label that looks nothing like what is printed on the invoice.
If you see Review Vendor for a vendor that already exists, consider renaming the vendor record to match the legal or billing name on its invoices. AP Agent will then find it automatically on future invoices. For vendors you receive invoices from every month, this small cleanup pays off quickly.
Summary
Review Vendor means either no vendor match or no contract for this hotel.
Always search for an existing vendor before selecting Create Vendor.
Use Create Contract when the vendor exists but isn't set up for this hotel.
Both options open a form pre-filled from the invoice. Review it before saving.
Closed the banner by mistake? Close and reopen the invoice to bring it back.
Renaming vendors to match their invoices improves future matching.
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