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Validation Workflow

Validation Workflow

The vendor card agent uses a sophisticated validation workflow to process invoices and determine the best payment approach for each vendor. This process ensures accurate payment processing while minimizing manual intervention.

Overview

The validation workflow follows a systematic approach to extract invoice data, identify payment methods, and determine vendor payment capabilities. This process is crucial for successful card payment processing.

Validation Process

Step-by-Step Breakdown

1. Extract Data from Invoice

The agent begins by parsing the invoice document to extract key information including:

  • Vendor name and contact details
  • Invoice amounts and line items
  • Payment terms and due dates
  • Any embedded payment links or instructions

If a payment link is present on the invoice:

  • The agent navigates to the provided URL
  • Extracts payment amounts and any associated fees
  • Processes the payment directly through the vendor’s payment system

3. Vendor Database Lookup

When no payment link is available, the agent checks if the vendor already exists in the Mercoa database:

  • Searches for vendor by name, website, or other identifiers
  • Retrieves existing payment modality information
  • Uses stored vendor preferences and capabilities

For vendors not in the database, the agent performs an online search:

  • Searches business directories and websites
  • Analyzes vendor websites for payment information
  • Identifies available payment methods and modalities
  • If a phone number is available, the agent can call the vendor directly to inquire about payment acceptance

5. Payment Modality Determination

Based on the search results, the agent categorizes vendors into payment modalities:

  • Phone Payment: Vendor accepts payments over the phone
  • Payment Gateway: Vendor has an online payment system
  • Account-based: Vendor requires account setup or ACH
  • Does Not Accept: Vendor doesn’t accept card payments

Benefits

This validation workflow provides several advantages:

  • Automated Processing: Reduces manual vendor research and setup
  • Payment Optimization: Identifies the most efficient payment method for each vendor
  • Error Reduction: Minimizes payment failures through proper validation
  • Scalability: Handles large volumes of invoices efficiently
  • Compliance: Ensures proper payment processing according to vendor requirements

Next Steps

After validation, the agent proceeds to process the payment using the determined modality. For vendors that don’t accept cards, the system can fall back to ACH payments or other alternative methods.