Upload the real monthly statement -- every line gets matched against known charges automatically. Anything left over is genuinely new and needs a look, same as scanning the statement by hand used to.
Pick a month to get started…
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.
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.
Monthly trend
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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Admin
Manage segments and who has access to them.
Segments
Assistant settings
Per-segment name and Anthropic API key for the in-app assistant. The key is write-only: it's stored in Key Vault and never shown again beyond its last 4 characters. Leave the key empty to use the global key.
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System health
Access grants
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.
Audit log
Fiscal-year cutoff notices (backlog #21)
Sends a real email to every vendor with the notify flag set, using the billing-correspondence email set on their vendor record. Manual action only -- run once Finance has given you the real cutoff date.
Merge vendors
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.
Add vendor
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).
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.
Uploading…
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.
