Charges laid out by staff, and the reimbursement requests built from them.
Awaiting reimbursement
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Generate a reimbursement request for the selected charges
Requests
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Executive Assistant
Threads you've nudged with no reply, deadlines you set, and who needs the most chasing. Scans your own mailbox only.
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Reply rate and average response lag per contact, computed from your actual nudge history.
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Your own mailboxes the assistant scans for sent nudges. Separate from billing intake.
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System
Health checks, stuck states, maintenance actions, and the full audit trail.
System healthHeartbeats, stuck states, and data-integrity checks
Mailbox access (Exchange app policy)
MAINTENANCE ACTIONS
RE-EVALUATE A TAGGED MESSAGE
Wrongly tagged NotBilling? Find the message (searches every folder) and re-run it through the full classify → tag → intake path. Safe on already-intaken messages — duplicates fold down.
API RUNNER — run any backend endpoint with your session
/api/
Audit logEvery recorded change, filterable by actor, entity, action, date, or free text
Email handling logEvery scanned message — what the pipeline decided and did with it (AB#81792)
Coverage starts when this log shipped (Sep 9, 2026) — messages handled before that have no durable per-message record.
Home
What needs your attention
Flags
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New vendors
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Decisions
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Tasks
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Budgets at risk
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CC reconciliation
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Spend snapshot
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Decisions
Hamaspik — vendor billing
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Vendors
Contact info, billing routing, and automation status per vendor.
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Equipment
Leased and owned machines — locations, departments, lease contracts, and their linked transactions.
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Transaction search
Filter across all pending, approved, and rejected transactions.
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Set filters above and click "Load results".
Alerts
Vendor account alerts — delinquency, suspension or termination warnings, card-expiry notices, and subscription-renewal reviews. Resolved alerts stay available under History.
Finance's submit → director-approval → pay schedule (Grinblat's yearly calendar). Payables approved in VBC forward to Beanworks immediately — what matters is approving before each cutoff. All cutoffs 9:00 AM ET.
Upload the real statement when it arrives -- VBC reads its actual billing-cycle dates and card, you confirm, then match every line against known charges. Batches, not calendar months: one lineage per card, continuing from where the last one left off.
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Pick a batch on the left, or upload a new statement to get started.
Cards
New statement
Cost audit -- active seat reconciliation
Upload the employee roster, then each system's active-user export. Anyone still active in a system after leaving shows up as a real finding, not buried in a spreadsheet.
Vendor efficiency review
Periodic per-vendor review: vendors gone quiet against their own cadence (still needed, or cancel?), same-category redundancy, more than one utility per location, and the biggest spenders (worth a cheaper-option look). Advisory only -- nothing here changes any vendor.
Vendor compliance
Per vendor: does it handle sensitive/confidential data, is a BAA executed and saved (BAA doc belongs in the vendor's folder), is its security plan retrieved and saved, and is the periodic review current (default every 12 months).
Employee roster
Uploading replaces the roster: anyone not in this file gets marked Disabled. CSV columns: EHRId, Name, Email, Department.
Upload a system's active-user export
Findings
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Spend analytics
"Real spend" here means money actually approved to move (Approved/NotRequired with a real amount) -- not raw document volume, and not still-pending items.
Insights
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Price creep radar
Recurring charges drifting up (or down): recent 3-month average vs the months before, per vendor/account. New vendors and one-offs are excluded (needs 5+ months of history).
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Monthly trend — green bars mark July, the start of each fiscal year
Budget vs actual
By submission route — AP (Beanworks) vs CC (M&T card), per month
By vendor
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Flags
Unified flagging: possible duplicates, fees out of pattern for a vendor, any sales tax charged (Hamaspik is NFP and may be exempt), bills on closed vendors/accounts, and backfill-discovered items still needing review.
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Departments & budgetsDepartment list, per-transaction dept links, and spending limits per vendor or department
SegmentsNames, assistants, Teams routing, and scanned mailboxes per segment
Click a segment to expand its settings. API keys are write-only (Key Vault, last 4 shown); mailbox changes apply on the very next scan — no deploy needed.
Same scan the 2-hour timer runs. Can take a couple of minutes.
Payables calendarFinance's yearly submit/approve/pay schedule — drives the AP cutoff chip, digests, and pay-date hints (AB#81453)
Enter Grinblat's calendar once a year; edit a row when Finance moves a holiday cycle. With no rows, VBC falls back to the biweekly grid. All times 9:00 AM ET.
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Access grantsWho can view, upload, approve, and administer each segment
Leave both "Can approve" and "Can upload" unchecked for a read-only user (can view bill docs, no actions).
Checking "Can approve" always includes upload -- approvers can do everything an uploader can.
Application adminsWho controls application-wide settings. Being here grants NO segment permissions.
LocationsOrg-wide physical locations referenced by vendor accounts (also addable inline while editing a vendor account)
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Fiscal-year cutoffFans out one task per segment -- each segment addresses or ignores it
Enter the cutoff date Finance gave you and click -- this SENDS NOTHING. It creates one pending action per active segment; each segment then reviews its own notify-flagged vendors and sends (from its intake mailbox) or ignores. Re-clicking with a corrected date updates still-pending segments only.
Preferences
Theme — this browser
Table density — all your devices
Defaults — all your devices
Browser notifications — checking…
Get a notification on this device when new decisions or tasks arrive — and an unmissable red one for account alerts — even with no VBC tab open. Per browser: enable it on each device you want notified.
Notification sound — checking…
Play a short chime in this browser when new decisions, tasks, or alerts arrive while a VBC tab is open. Account alerts get a more insistent tone. Toggling it on plays the chime once so you know what to listen for.
VBC everywhere you work
The Console also lives inside the tools you already use. Everything below files to the same vendor folders and the same approval flow.
Notification toggles moved to Preferences (header, next to this link).
VBC on your phone — checking…
Install the Console on your home screen: full-screen app, the VBC icon, opens straight into Decisions, and notifications keep working. Same live data as the browser — nothing separate to maintain.
Outlook Add-in — installed org-wide
Open any vendor email in Outlook and the VBC pane shows its matched transaction; attach the email to an existing transaction or create one, without leaving your inbox. Look for the VBC icon in the Outlook ribbon/app bar — no setup needed.
Teams approval cards — per segment
Approve or reject invoices from an adaptive card in your segment’s Teams channel — one tap, decision recorded here. Segment admins connect a channel in Admin → Segments (paste a channel link, done).
Chrome — VBC Fetch Assistant — IT org unit; ask to enable
A side panel with your fetch queue for bills that must be downloaded from vendor portals: one-click portal open, step-by-step retrieval instructions, and a capture tray that files the downloaded bill straight into VBC and closes the task. Installs automatically via Chrome policy — contact IT to enable it for your profile.
Setup: open the panel → gear → paste this API key:
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If the extension starts returning 401 after a backend deploy, the key rotated — copy the fresh one from here.
Claude connector — by request
Work with VBC data from a Claude chat: list vendors and schedules, look up transactions, log invoices, and run the monthly CC (M&T) reconciliation summary in plain language. Added as a custom connector in Claude — ask IT to set it up for your account.
Benny — built in
The assistant in the corner of every page: ask about vendors, transactions, or spend in plain language, or use slash commands for common actions.
Moves every invoice, schedule, task, and account from the duplicate onto the real vendor,
then closes the duplicate (never deleted). Future emails matching the duplicate's name
resolve straight to the real vendor automatically -- no repeat cleanup.
Change history
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Running full scan
Draft follow-up
Preview
Add vendor
Active
Unsaved changes
Required — the vendor exists once these are set
What a new invoice from this vendor defaults to, unless a specific schedule line says otherwise.
Changing this does NOT retroactively fix already-created invoices -- use Reconcile stale routes for that (Vendors page toolbar).
Identity
Contact
Filing
Invoices
Uncheck for utilities (phone, internet, ISP) whose bills only carry an account number — a blank invoice # then counts as complete, not missing.
Billing behavior
A new bill deviating more than this % from the trailing median gets flagged (Flags page), never blocked.
Filled onto new bills when extraction doesn't resolve one. Fill-only — never overwrites.
Missing-bill chasing
Fiscal-year cutoff (Jul 1 – Jun 30)
Automation
Decision confirmations
Pre-checks the "Communicate Decision" box on this vendor's Payable transactions — a confirmation email goes to the submitter on approve/reject.
Save the vendor first — accounts attach to a saved vendor. Everything you've typed on the other tabs is kept.
Save the vendor first — schedules attach to a saved vendor.
Upload bill doc
Defaults to today if left blank -- set this when backfilling an older bill.
Uploads straight to the vendor's OneDrive folder and logs it in the Ledger.
If this closes a task, that task is marked fetched automatically.
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Add machine
A lease invoice for the whole contract reaches every machine on it through this link — no per-invoice linking needed for that case.
Photos
Edit invoice details
Changing vendor also physically moves the saved file to the new vendor's OneDrive folder.
Changing vendor clears the account -- pick the right one for the new vendor above.
Assistant
Read-only · answers for the current segment
Ask about live billing data — invoices, vendors, spend, flags, tasks — or how to do anything in the app.
Looking that up…
Feedback modedescribe the bug or request — I'll try to help; file it any time.
