What Are Vendor Paysites?
Vendor Paysites control which vendors (and vendor offices) can submit invoices to specific entities and currencies.
They help prevent invoice submission errors before invoices reach the Accounts Payable (AP) system.
Vendor Paysites restrict:
Which legal entity a vendor can bill
Which currency a vendor can use
Which vendor office can submit invoices
If a vendor attempts to submit an invoice using an entity or currency that is not assigned to their paysite, Brightflag will display an error message and block the submission.
When Are Vendor Paysites Useful?
Vendor Paysites are typically used when:
Your organization has many billing entities (for example, more than 10–12 entities).
Vendors frequently submit invoices to the wrong entity or currency.
Your AP or Finance system integration requires strict entity/currency validation.
Using paysites prevents invoices from progressing through approval workflows with incorrect billing details.
Who Can Manage Vendor Paysites?
Only Brightflag Admin users can create or edit vendor paysites.
If changes are required, contact your organization’s Brightflag Admin.
How to Add a Vendor Paysite
| Step | Action |
|---|---|
| 1 | Go to Menu → Vendors → Vendor Paysites |
| 2 | Click Create Vendor Paysite |
| 3 | Enter the required paysite details |
| 4 | Click Create to save |
Once saved, the paysite will control how invoices can be submitted by the vendor.
Important Paysite Rules
Paysite Code must be unique
Each paysite requires a unique identifier.
Vendor Name field
The Vendor Name dropdown is populated from the Custom Vendor Name.
Paysites cannot be deleted
Paysites can be edited or disabled, but not permanently removed.
Vendor Paysites and AP System Integrations
If your organization integrates Brightflag with an external Finance or AP system (for example, Oracle), vendor paysites may be created automatically through the integration.
In these cases:
Vendor office data is sent to Brightflag via API
New paysites created in your AP system are automatically synced
Vendor offices may be managed only by the AP system
When this integration is active, Brightflag may prevent manual creation of vendor offices.
Example Vendor Paysite Configuration
Example API payload for a vendor paysite:
{
"paySiteID": 0,
"paySiteCode": "567LONUSD",
"paySiteActive": true,
"currency": "USD",
"billingLegalEntity": "Brightflag USA Ltd",
"vendorRef": "VR_789",
"vendorOfficeRef": "VR_789_London"
}Field descriptions:
| Field | Description |
|---|---|
| paySiteCode | Internal identifier for the paysite |
| currency | Currency vendors must use when billing |
| billingLegalEntity | Entity the vendor is allowed to bill |
| vendorRef | Vendor reference in Brightflag |
| vendorOfficeRef | Identifier for the vendor office |
What Happens if Paysites Are Enabled After Matters Already Exist?
If paysites are introduced after vendors already have access to matters:
Vendors will still see the matter
However, they will not be able to submit invoices
This happens because the invoice submission screen requires a valid entity and currency combination, which must match an active paysite.
Until a valid paysite exists, the vendor will be blocked from submitting invoices.