Approval of vendor details lets you require approval from one or more assigned coworkers every time an existing vendor's details are changed and when a new vendor is created manually or from a document — you are also alerted if a document from a vendor you have already added contains details that differ from the ones saved on that vendor.

Your vendors' details can require attention in several ways.
These can be any of the following:

A coworker can edit a vendor's information, a vendor can have different payment information on their invoice than on the previous invoice, or the information can be updated via your ERP system. Or maybe a new vendor is created manually, or from a document, and you want it approved before it is created.
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In all of the examples above, it is a good idea to require that the creation of vendors or the editing of existing vendor details must be approved by one or more approvers.
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To prevent unauthorized editing of your vendors' details, and thereby help prevent fraud and vendor scams, you can require that all changes to your vendors' details, or the addition of new vendors, must be approved by one or more coworkers before the changes take effect.

To turn on approvals, navigate to Settings > Advanced > Vendors:
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You can choose either that one out of several coworkers must approve all changes, or that all the selected coworkers must approve all changes.

Note: Only users holding an Administrator or Owner role can be set to approve changes, as contributors and viewers do not have access to the Vendors tab.

Once you have set up the approvals you want, approval will be required from the selected coworkers every time a vendor's information is changed manually, via the scanning of a document or when new vendors are created. The pending approvals are found under Bill Pay > Vendors > Pending approval

The coworkers assigned to approve the changes can then review and approve or reject the changes under the Pending approval tab (under Bill Pay > Vendors)

For approvals of vendor changes, whether they were created manually or automatically from new information on a document from an existing vendor, you have the following options:

You can review the changes highlighted in green and then approve them, which will update all pending and approved documents from that vendor.
Or you can reject them and keep the existing vendor details.

For approval of new vendors that have been created manually you can approve or reject the new vendor

For approval of new vendors that have been created from a document you can approve or reject the new vendor.
However, if you reject it, you will need to select an existing vendor that the document belongs to.

Note that all documents that are approved or pending approval will also be updated when vendor changes are made.

Below the box where you define the approvers of vendor changes, you can also define how changes imported via integrations should be handled.

The 3 different handling options are:

“Pending changes must be approved first, before imported changes can be added”

All changes for vendors where there are no pending change approvals are added.

For vendors where there are pending change approvals, the changes will not be imported, and the pending change approvals will still need to be approved.

Pending changes are deleted, and all imported changes are added”

All changes for vendors where there are no pending change approvals are added.

For vendors where there are pending change approvals, the changes will be imported, and the pending change approvals will be canceled.

"Pending changes are deleted, and all imported changes are added for approval”

Change approvals will be created for all imported changes on vendors where there is no pending approval already.

For vendors that already have pending changes, the existing pending approvals will be overwritten with a new, updated version of the changes awaiting approval..

NOTE:
​At the moment, notifications about changes to vendor details are only supported via email, not via the notification center or mobile.
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​For changes imported from third parties (ERP systems), no notifications are sent out at all.