Portfolio Payables Inbox Overview

Purpose

The Portfolio Payables Inbox gives each organization a single, company-wide email address for receiving vendor invoices, instead of a separate address for every Project. Vendors working across multiple Projects can send to one address rather than tracking a different one for each Project.

An incoming item that is not yet tied to a Project is held at the portfolio level as Unassigned until a user assigns it. Existing Project-level inbox addresses continue to work unchanged, so introducing the Portfolio Payables Inbox does not disrupt vendor relationships already built around a Project-specific address.

Key Features

1. Portfolio-Level Inbox Address: Each organization has one company-wide inbox email address that any vendor can send an invoice to, regardless of which Project it belongs to.

2. Payables and Inbox Tabs: The Portfolio Payables page exposes Payables and Inbox as tabs, so incoming items are reviewed in the same place as Payables.

3. Centralized Triage: The Inbox tab lists every incoming portfolio-level item with its sender, subject, file, and status, so users do not have to check each Project individually.

4. Manual Assignment to Project: Users select an item and use Move to Project to search for and assign the correct Project and Commitment. There is no automatic routing suggestion; the determination is manual.

5. Delete Unwanted Items: Users can delete items that do not need to be processed. There is no reject disposition at the portfolio level, only delete.

6. Editable Inbox Address: Users can edit the local part of the Portfolio Payables Inbox address inline, so the address can match their own naming convention.

Target Users

Users who manage payables across multiple Projects, at the Owner or GC level, and want a single point of intake for vendor invoices instead of a separate address per Project.

How It Works

Step-by-Step Instructions:

1. Find your Portfolio Payables Inbox address. On the Portfolio Payables page, select the Inbox tab. The tab shows your Portfolio Payables Inbox email address with a Copy action.

2. Share the address with vendors. Give this address to any vendor submitting invoices, regardless of which Project the invoice is for. A vendor no longer needs a different address for every Project.

3. Review incoming items. Each incoming item appears on the Inbox tab with its sender, subject, file, and status. An item that has not yet been assigned to a Project shows as Unassigned.

4. Assign an item to a Project. Select one or more items and choose Move to Project. Search for and select the destination Project and Commitment, then confirm. The item resolves to Assigned.

5. Delete items you do not need. Select one or more items and choose Delete, then confirm. There is no reject option at the portfolio level, only delete.

6. Edit your inbox address (optional). On the Inbox tab, select the edit action next to the address. Change the local part and select Save. The new address is validated for format and for collisions with existing addresses before it takes effect.

Note:

Assignment is manual. No suggested Project is provided today, so confirm the destination Project and Commitment before selecting Move to Project.

Benefits

• Gives vendors one address to use regardless of which Project they are working on.

• Lets AP teams triage all incoming payables in one place instead of checking every Project.

• Keeps existing Project-specific addresses working, so no vendor relationship is disrupted.

• Lets each organization customize the inbox address to match its own naming convention.

Best Practices

• Share the Portfolio Payables Inbox address as the default address for vendors working across more than one Project.

• Check the Inbox tab regularly for Unassigned items so nothing sits unassigned for long.

• Keep a Project-specific address for a vendor who works on a single Project, if preferred.

• Confirm the destination Project carefully before selecting Move to Project, since no suggested Project is provided today.