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Update vendors.md #4769

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7 changes: 7 additions & 0 deletions src/handbook/operations/vendors.md
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Expand Up @@ -39,6 +39,13 @@ The invoice should include:
- Details of services rendered
- Amount of dollars due

#### Internal Processing & Approval (Accounts Payables)
Once an invoice is received at billing@flowfuse.com, the following workflow is initiated:
1. System Entry: The accounting team enters the invoice into Bill.com and invites the vendor to the BILL network to facilitate secure e-payments.
2. Verification: Accounting will contact the vendor directly if any additional information is required to process the payment.
3. Approval Chain: Each invoice requires a minimum of **two approvers**, with the CEO (ZJ) serving as the final approver.
4. Payment Release: The accounting team reviews Bill.com at least twice per week to release payments for all fully approved invoices.

When verifications are finalised, typically within a couple of business days,
the vendor will receive an email with details and next steps.

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