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Approved vendor invoices in Vori post to your accounting system as bills — real accounts-payable records that appear in AP aging, carry terms and a due date, and are paid in your accounting system exactly like a bill you entered by hand. Invoice sync requires that you process invoices in Vori, so you need the Vori software tier that includes invoice processing. Two things are configured before invoices can flow: accounts and vendors.

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Accounts

To represent a bill correctly, map these under Accounting → GL Account Mapping: This is what keeps department margin honest end to end: purchases raise the department’s inventory asset, and sales relieve it against that department’s COGS account. Both sides use the same department accounts, so the balance reflects what’s actually on the shelf.

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Vendors

Your accounting-system vendors and Vori vendors have no shared identifier, so they’re linked once per vendor. The first time you review an invoice from a vendor that isn’t linked yet, Vori searches your accounting system for likely matches. You either:
  • Select the matching vendor, or
  • Create a new vendor — Vori shows you the vendor’s details, you confirm them, and Vori writes the new record. This autofills from the invoice, so a contact name, phone number, or email on the invoice carries over. The vendor code is internal to your store, so you set that.
Vori never silently creates vendors. Vendor creation is always an explicit action you take. Once linked, the mapping persists, and every future invoice from that vendor skips this step.

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How invoices reach Invoice Review

Invoices move from your staff to your accountant in one direction. Your staff process the invoice under Invoices (receiving, cost changes, inventory). When they commit it, its status there changes to Done, and it appears on Accounting → Invoice Review under Needs Review. There is no separate notification. The Needs Review count is your queue. If you aren’t connected to an accounting system, Pending Export is called Ready to Export, and invoices move to Done when you download the CSV.
Invoice Review page showing the Needs Review, Pending Export, Waiting for Staff, and Done tabs
A Done under Invoices means your staff finished the invoice. A Done tab on Invoice Review means the bill is in your accounting system. An invoice can be Done for your staff and still wait in Needs Review for you.
If someone commits an invoice before it’s truly finished, it appears in Needs Review. Setting it back to Ready under Invoices moves it to Waiting for Staff.

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Approve an invoice

Open an invoice to see its detail: line items, costs, and the account each line is coded to, with department subtotals. You can approve invoices two ways:
  • One at a time. Click the check mark at the end of the row. It’s active only when the invoice is ready to post. Hover over a gray check mark to see what’s blocking it.
  • In bulk. Select several invoices, then click Approve in the toolbar. Invoices whose vendor isn’t linked yet are skipped, and Vori tells you how many.
Approve check marks at the end of each row, with a gray one showing the tooltip 2 departments unmapped
Two invoices selected on Invoice Review with the Approve button in the toolbar
Approval is gated. An invoice can’t be approved, and can’t post, unless its vendor is linked and every line is coded to a valid account. Vori flags anything that would block approval:
  • Unmapped (unassigned) items — lines that aren’t a sellable unit, so they weren’t mapped during cost changes. Common examples are freight, bottle deposits, pallets, or a line that just says taxes. Map it once for that vendor and Vori follows the same pattern next time.
  • Unmatched vendor — the vendor exists in Vori but isn’t linked to your accounting system yet. Search for it or create it, as above.
When an accounting system is connected, approval creates the bill and the invoice moves to Pending Export:
  • QuickBooks Online and Xero confirm the bill within moments.
  • QuickBooks Desktop receives the bill the next time the Web Connector runs on your accounting computer.
When your accounting system confirms the bill, the invoice moves to Done and carries a link to the resulting record. Without a connected accounting system, approval moves the invoice to Ready to Export. Select the invoices you want and click Export to download a CSV, which moves them to Done.

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What the bill contains

An invoice is summarized by department rather than passed through line by line, so a delivery covering produce, deli, and bakery becomes a bill with three lines. Department-level purchasing detail reaches your books without item-level clutter.

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Example bill

A produce vendor delivers to two departments on one invoice, with freight billed separately on the same document. Bill header Bill lines The three lines are debits, and the total is credited to your AP account. The bill appears in AP aging with a due date of 2026-03-19, and you pay it in your accounting system.
No COGS is recorded yet. Cost moves from inventory to COGS when the item sells, through the daily journal entry.

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Handling supplies and other back-door costs

Anything you receive through the back door can flow through Vori, including supplies like gloves, bags, and produce bags. Map these to a sellable unit (a PLU) kept in a dedicated supplies department, and they sync like any other line. Costs that aren’t received goods, such as utilities, don’t belong in this workflow.