Data in and out

VendOrca can integrate directly with your AP, ERP, HR and other business systems. Alongside that, you can bring records in from spreadsheets, export invoices as spreadsheet files, and let AI agents read your workspace.

At a glance#

Connect your business systems#

Invoices and records can flow between VendOrca and your AP, ERP, HR and other business systems without re-keying. The VendOrca team sets up each integration for your workspace, including matching your suppliers to the vendor records in your AP system. To arrange it, a Program Admin contacts info@vendorca.com.

Push invoices to AP#

With your AP system connected, staff open Invoices, find the invoice under All invoices and select Push to AP. VendOrca creates the bill in your AP system under the matched vendor, for the invoice's exact total, the invoice shows Pushed to AP, and the supplier sees In customer AP in their portal. Your AP team approves and pays the bill in your AP system as usual. See Push invoices to AP.

Export invoices as a spreadsheet file#

CSV export is always available and works with any AP or accounting system that imports spreadsheet files. On Invoices, export one invoice with Export CSV, or a whole period with Export period CSV. The file has one row per invoice line, and its totals match the ERP tie-out panel when Balanced reads Yes — penny-exact. Load it with your AP system's own import screen.

VendOrca never moves money. Whether you push or export, your AP team pays the bills through your own payment run. See Invoice CSV export for the column layout.

Import records from a spreadsheet#

Bring existing records in from a spreadsheet on Import. VendOrca suggests how your columns match its fields, you approve that, you run a test against totals you already know, and then you import. Worker imports take up to 150 rows each. A larger file stops at Routed to assisted setup; see Import your data.

Agent access for AI assistants#

Agent access lets an AI assistant, or software your team builds, read your workspace data. A Program Admin turns it on for the workspace. Then each person creates their own access keys, called tokens, on the Agent access page.

• Access keys only read. They can't approve, pay, change roles or change your program rules.
• A key reaches only what its owner's role can see, and only the areas chosen under What may it read? when it was created.
• Personal details are left out unless the key was created with the Personal data option.
• Keys expire after 90 days by default, 365 days at most, and can be turned off at any time.

Agent access is included on the Team and Business plans. See Agent access overview. Developers can go straight to connecting an AI assistant or the technical reference.

The Ask VendOrca assistant#

Inside the app, the Ask VendOrca bar answers questions about your program data, your program rules and how to use VendOrca. It only reads, and it answers each person within what their role can see. See Ask VendOrca.

Common questions#

Which AP, ERP and HR systems can VendOrca connect to?#

Your AP, ERP, HR and other business systems. The VendOrca team sets up each integration for your workspace. To arrange it, a Program Admin contacts info@vendorca.com. CSV export works with any system from day one.

How do records get into VendOrca?#

Through spreadsheet import, the trial setup, or a direct integration set up with VendOrca. Agent access is for reading.

Next steps#

• Push invoices to AP
• Invoice CSV export
• Import your data
• Agent access overview