Skip to content

Supplier-Specific Automation Rules

Supplier-specific rules allow you to customize automation settings for individual suppliers, overriding the global rules where needed. This is useful for trusted suppliers who require different approval thresholds or new suppliers who need stricter oversight.

When to use supplier rules

Trusted suppliers: Relax rules for suppliers with proven track records

  • Higher invoice amount limits for reliable maintenance companies
  • Reduced relationship requirements for established partners
  • More permissive rate limits for frequent service providers

High-risk suppliers: Tighten rules for suppliers requiring extra scrutiny

  • Lower amount limits for new or unfamiliar vendors
  • Stricter increase monitoring for suppliers with variable pricing
  • Enhanced relationship requirements for sensitive services

How supplier rules work

Rule hierarchy

  • Supplier rules override global rules where specifically configured
  • Global rules apply for any setting not overridden at supplier level
  • System protections (daily rate limits, data validation) always apply

Rule inheritance

When you configure a supplier rule:

  1. Default state: All rules inherit from global settings
  2. Override individual rules: Toggle specific rules to custom values
  3. Mixed inheritance: Combine global and custom rules as needed

Configuring supplier rules

Accessing supplier rules

  1. Navigate to People > Suppliers
  2. Select the supplier you want to configure
  3. Click the Invoice Rules tab
  4. Click Edit (requires Finance Invoice Rules Edit permission)

Available rule overrides

The following rules can be customized per supplier:

Maximum invoice amount

Override the global spending limit for this supplier.

When to adjust
  • Increase: For trusted suppliers handling expensive repairs
  • Decrease: For new suppliers until they prove reliable

Maximum increase percentage

Set custom limits on price increase detection for this supplier.

When to adjust
  • Increase: For suppliers with seasonal or variable pricing
  • Decrease: For suppliers requiring strict cost monitoring

Rate limiting

Customize how many invoices can be auto-approved within a time period.

When to adjust
  • Increase: For frequent service providers (daily cleaning, security)
  • Decrease: For suppliers who typically provide one-off services

Relationship requirements

Control whether this supplier must be formally linked to properties.

When to adjust
  • Disable: For emergency suppliers who may work on any property
  • Enable: For new suppliers requiring explicit authorization

Minimum previous invoices

Set how many invoices this supplier needs before auto-approval begins.

When to adjust
  • Reduce: For suppliers with strong references or credentials
  • Increase: For suppliers requiring extended evaluation periods

Previous invoices to cottage owner

Control relationship requirements between supplier and specific properties.

When to adjust
  • Reduce: For trusted suppliers expanding to new properties
  • Increase: For suppliers requiring property-specific verification

Rules that remain global

Non-customizable rules

Some rules cannot be overridden at supplier level for security and consistency:

  • Owner funds protection: Protects property owner cash flow
  • AI confidence threshold: Ensures document processing accuracy
  • Daily rate limits: System-level abuse prevention
  • Duplicate detection: Prevents double-payment regardless of supplier

Step by step examples

Setting up a trusted supplier

  1. Access the supplier rules as described above
  2. Increase spending limits:
    • Toggle Max invoice amount to override
    • Set higher amount (e.g., £2,500 vs £1,000 global)
  3. Relax increase monitoring:
    • Toggle Max increase to override
    • Set higher percentage (e.g., 25% vs 15% global)
  4. Allow more frequent invoices:
    • Toggle Max rate to override
    • Increase count or reduce time period
  5. Reduce relationship barriers:
    • Toggle Relationship required to override
    • Disable if supplier works across all properties
  6. Save changes and monitor initial invoices closely

Setting up a new supplier

  1. Access the supplier rules as described above
  2. Lower spending limits:
    • Toggle Max invoice amount to override
    • Set conservative amount (e.g., £250 vs £1,000 global)
  3. Increase oversight requirements:
    • Toggle Min previous invoices from supplier to override
    • Require more invoices before auto-approval (e.g., 5 vs 3 global)
  4. Strengthen relationship requirements:
    • Toggle Relationship required to override
    • Enable to ensure explicit property authorization
  5. Save changes and monitor initial invoices closely

Monitoring supplier rules

Performance indicators

Track these metrics for each supplier with custom rules:

  • Auto-approval rate: Percentage of invoices processed automatically
  • Review rate: Percentage requiring manual intervention
  • Error rate: Invoices with incorrect information
  • Average processing time: From submission to approval

Warning signs

Watch for these indicators that rules may need adjustment:

  • Too many auto-approvals: May indicate rules are too permissive
  • Too many manual reviews: May indicate rules are too strict
  • Inconsistent patterns: Supplier behavior doesn't match rule assumptions
  • Quality issues: Auto-approved invoices requiring corrections

Next steps