Invoicing Settings

Last updated: May 10, 2026

Overview

Shop-level invoicing options control how PartBay handles freight, when invoices are flagged for amount mismatches, which vendors require human review, and how vendor names on invoices are mapped to Nexsyis. Settings affect every future upload and Nexsyis submission, they don't retroactively change invoices that have already been submitted.

All options live under Settings → Invoicing

Settings Reference

Email invoice inbox	An optional dedicated address for your shop. Forwarding vendor invoice emails to this address creates uploads automatically, removing the need to upload each invoice by hand.
NEX Invoice Reference	Indicates whether your organization references an invoice by the PO or RO. The RO is referring to the folder number in NEX and PO is the specific identifier for an invoice. Some organizations use RO, PO, or both.
Freight as line item	Controls whether freight posts to Nexsyis as its own distribution line or as a header amount. Pick the option that matches how your shop tracks freight in Nexsyis.
Amount mismatch thresholds	Dollar and percent cutoffs for flagging received vs. credited lines when the invoice buy price and Nexsyis disagree. Smaller thresholds catch more mismatches but generate more flags.
Special vendor phrases	Words or phrases that, when found on an invoice, always pause auto-submit for human review. Invoices matching these phrases get the Special Vendor badge.
Invoice → Nexsyis vendor aliases	Maps text seen on invoices to the exact Nexsyis vendor name so PO matching is consistent. Useful when a vendor's invoice header doesn't match their Nexsyis name (e.g., a parent company name on the invoice and a regional name in Nexsyis).

When to Adjust Each Setting

Email Invoice Inbox

Set this up once and forward vendor invoice emails to the address. Best for shops where vendors send invoices by email rather than by paper or PDF download.

NEX Invoice Reference

This is VERY important because it tells PartBay where to look for the corresponding Nexsyis data by telling Nexsyis the RO, PO, or both. If you find your organization is using more of a mixture than you expected, then you should have it setup to both.

Freight as Line Item

This decision usually comes from how your accounting team wants freight tracked in Nexsyis. Match what your shop already does—don't let the invoicing tool drive this choice.

Amount Mismatch Thresholds

Tighter thresholds (smaller dollar and percent values) catch more pricing discrepancies but flag more invoices for review. Looser thresholds let more invoices auto-submit but may let small pricing differences through.

The right setting depends on how much pricing variance you're willing to absorb without review. Start conservative and loosen up if your team is reviewing too many minor mismatches.

Special Vendor Phrases

Use this for vendors or invoice types where you always want a human to look before submission, even when the data looks clean. Common cases include high-dollar vendors, vendors with frequent billing errors, or specific product categories that need extra scrutiny.

Vendor Aliases

Add an alias whenever you see the VENDOR badge for the same supplier repeatedly. The alias maps the text that appears on the invoice to the correct Nexsyis vendor name, so future invoices from that supplier match automatically (e.g., Midwest Auto Parts -> LKQ).

FAQs

Do settings changes apply to invoices already in the system?

No. Settings affect future uploads and submissions only. Invoices already submitted aren't reprocessed when you change a setting.

Can I have different invoicing settings for different locations?

Settings are configured at the organization level, because all invoices should be processed the same.