Vendor Approvals

Overview

Vendor Approvals adds a structured review and approval workflow to two areas in vendor management:

New vendor creation
Changes to existing vendors

Setup

Vendor Approvals must be configured in your company settings before it becomes active for your company
To set up a Vendor approval workflow, see Approval Workflows

How Vendor Approvals works

Wrapbook's vendor approval tools give your team visibility and control over the vendor creation and editing process.

Pending Approvals tab

The Vendors dashboard includes a dedicated Pending Approvals tab where you can review all vendors awaiting approval in one place. This consolidated view makes it easy to action requests without having to track them down individually.

Audit history

Every vendor record maintains a full audit log showing who made a change, what was changed, and when. This history is always visible on the vendor record, so your team has a clear trail for review or reconciliation.

Duplicate detection

When a new vendor is created, Wrapbook automatically checks for potential duplicates by comparing the new vendor's tax identification number (TIN) and name/address against existing records. If a likely match is found, Wrapbook surfaces a warning before the vendor is saved — giving the user a chance to review before proceeding. Duplicate detection is a warning only; it does not prevent the vendor from being created.

New vendor creation

When a user creates a new vendor, that vendor is placed in Pending Approval status. The vendor can be selected on a transaction, but payment is blocked until a designated approver reviews and approves the vendor record.

Notes:

If PAS is not enabled for your company, once Vendor Approvals is configured, vendors will be created at the company level instead of at the project level
If an approver creates or edits a vendor and there are more than one approval steps configured, the change will also go through the approval workflow. There is no forced separation of duties — the person who created the vendor is not automatically blocked from approving it.
When you create a new vendor, Wrapbook automatically checks for duplicate vendors — comparing TIN matches and name/address similarity — and warns the user prior to creation. However, duplicate detection does not block creation.

Changes to existing vendors

If someone updates any vendor information (including banking information such as account or routing number), the change triggers a review. The existing vendor information stays active while the change is pending. Approvers can see the full vendor record, with a summary of the requested changes shown at the top of the drawer and in the activity feed — making review fast and focused.

How transactions are affected during vendor review

Transaction type	Behavior while vendor is Pending Approval
AP Invoices (non-approval workflow)	Can be created and saved, but cannot be posted
AP Invoices (with approval workflow)	Blocked at the approval gate; re-validation also occurs at posting
Purchase Orders (POs)	Cannot advance through the save/open workflow
Payment batches	Can be submitted, but cannot be approved or paid if any vendor in the batch is Pending Approval
On approval	Dependent approvals (AP Invoices, payment batches) are unblocked and can be completed

Approver actions

Approvals can be completed from the Vendors dashboard or inline from the transaction page (invoice, PO, or payment) — no need to navigate away to the vendor record.

How to approve a vendor

Open the vendor requiring your approval from the Vendors page or directly from the relevant transaction
Review the vendor details in the drawer. If any corrections are needed, you can edit fields directly in the drawer.
Choose your action:
- Approve — saves any edits made during review and approves the vendor in one action; dependent approvals (AP Invoices, payment batches) are unblocked and can be completed
- Skip Remaining Approvals — available when you are the designated final approver; skips remaining steps and approves the vendor in one click, saving any edits automatically
- Deny — opens a decision prompt with two outcomes:
  - Needs Revision — sends the vendor record back to the submitter with notes for correction; the submitter can click the Update details button to make corrections, then click the Resubmit for approval button to send it back for review
  - Denied — denies the vendor entirely (new vendor creation: vendor is made inactive; vendor field change: change is reverted to its previous state)

Notes:

You can edit vendor details directly in the drawer during review. Clicking Approve or Skip Remaining Approvals automatically saves any changes you've made — no need to save separately before approving.
One workflow per company: Only one vendor approval workflow can be configured per company at a time