AP Routes determine how approved invoices are sent to your Accounts Payable (AP) system.
Each route includes:
- Conditions that determine when the route applies
- Actions that define what happens when an invoice is approved or rejected
⚠️ Important: Before creating a new AP Route, it is recommended to review the setup with your Customer Success Manager (CSM) or Brightflag Support. Incorrect routing can prevent invoices from reaching your AP system.
Only Admin users can create or edit AP Routes.
Step 1: Navigate to AP Routes
- Go to Menu → Admin Settings → AP Routes
- Click Add AP Route (top-right corner)
Step 2: Name the AP Route
Enter a name that clearly identifies the purpose of the route.
Example:
- US Entity AP Route
Step 3: Set the Route Priority
Each AP Route has a priority number.
Brightflag evaluates AP Routes in priority order to determine which route should apply.
How Priority Works
When an invoice is ready for export:
- Brightflag checks the highest priority AP Route
- If the invoice matches the route conditions, that route is used
- If it does not match, Brightflag checks the next route
- If no routes match, the invoice is typically sent through the Catch-All AP Route
Example
| Route | Condition | Priority |
|---|---|---|
| Legal Department Route | Department = Legal | 1 |
| Vendor A Route | Vendor = Vendor A | 2 |
If an invoice belongs to the Legal department and Vendor A, the Legal Department Route will apply because it has the higher priority.
Step 4: Add Rules
The rules define which invoices the route applies to.
You can add multiple conditions to refine when the route should be used.
Step 5: Add an Approve Action
Approve Actions determine how invoices are sent to Accounts Payable after approval.
Click Add Approve Action and select an integration method.
Brightflag supports three primary AP integration types:
| Integration Type | Description |
| AP Email Integration | Sends approved invoices to a designated AP mailbox |
| Batch Export | Groups invoices into batch files for processing |
| API Integration | Sends invoice data directly to your AP system |
📌 Important:
Batch Export and API integrations typically require assistance from your Customer Success Manager to configure.
See related articles:
Optional: Notify Vendors of Approval
You can also add an action to send vendors an email confirming their invoice has been approved.
This notification is optional but can help vendors track invoice progress.
📌 Important:
Do not select 'Send Vendor Notification of Approval Email'
Step 6: Add Reject Actions
Reject Actions determine what happens when an invoice is rejected.
It is highly recommended to configure a rejection notification so vendors know their invoice was declined.
Example action:
| Action | Result |
| Send Vendor Rejection Email | Vendor receives an email explaining the invoice was rejected |
Step 7: Enable and Save the Route
Before saving:
- Ensure the Route Enabled toggle is turned ON
- Click Save
Once enabled, Brightflag will evaluate the route whenever invoices reach the AP stage.
Best Practices for Creating AP Routes
- Review new routes with your Customer Success Manager
- Ensure a Catch-All AP Route exists to prevent invoices from being left without a route
- Test new routing conditions to confirm invoices reach the correct AP destination