Glossary

Terms used across Agave. Each entry links to the page where the concept is configured or explained in full.

Where a term means something different in AP Automation than in Expense Management, the entry says which product it applies to.

AP inbox

Your company's shared mailbox where vendors send invoices, typically an address such as ap@yourcompany.com. Agave does not replace it. You add a forwarding rule that sends a copy of every message to your Agave ingestion email, and the original stays where it is. See Email Forwarding Setup.

Approval workflow

The routing rules that decide who reviews a document, and in what order, once it is submitted.

In AP Automation, invoices enter in Draft, route to an AP admin who sends them to a reviewer, and sync to the ERP after approval. See Approval Workflow.

In Expense Management, the workflow is configured once per account and applied to every expense that enters review. See Approval Workflows and Approval Workflow Settings.

Archived

Removed from the working list without being deleted. Archived records can be restored.

In AP Automation, the Archived tab holds files classified as non-invoices, duplicates caught by auto-archiving, and anything archived by hand. See Document Upload and Classification.

In Expense Management, archiving clears irrelevant transactions and expenses from the working list. See Expense Inbox and Transactions.

Assigned user

The Agave user a card is assigned to. Transactions arriving on that card default to this person, which is what lets a receipt submitted from the Field App find its matching charge. A card may instead be left open to match against any user. Expense Management only. See Setting Up Your Cards.

Auto-forwarding to reviewer

A per-project setting in AP Automation that routes an invoice straight to the assigned reviewer, skipping the step where an AP admin sends it. See Approval Workflow.

Auto-sync

Pushing approved records to your ERP without anyone clicking sync. In AP Automation it applies to approved invoices and is enabled per account. See Approval Workflow. In Expense Management the equivalent setting syncs an expense when it is approved. See Syncing to Your ERP.

Card feed

The connection that brings card transactions into Agave, either a direct bank connection or a CSV import. Without a card feed there are no transactions to match receipts against. Expense Management only. See Connect Your Card Feed and Uploading Transactions from CSV.

Change order

An approved change to a commitment. Approved change order lines appear in the line item table alongside the base purchase order or subcontract lines, so an invoice line can bill against a change order rather than the original contract. AP Automation only. See Line Item Coding.

Coding profile

A saved set of default coding values applied to an expense: vendor, ledger account, department, cost code, and cost type. Coding profiles keep field users from having to know your chart of accounts. Expense Management only. See Coding Profiles and Policies.

Commitment

A purchase order or subcontract in your ERP. Matching an invoice to a commitment sets the project and vendor from the contract and rebuilds the line items to mirror the contract lines. An invoice with no commitment is non-committed. AP Automation only. See Header Field Coding.

Contract line item

A single line on a purchase order or subcontract. Agave creates one coding row per contract line, including approved change order lines, and inherits the budget fields from the line it matched. AP Automation only. See Line Item Coding.

Cost code

The budget line an amount is charged to on a project. Cost code is set per line item so one invoice can hit several budget lines. In Expense Management it is part of the coding applied to a job-costed expense. See Line Item Coding and Coding an Expense.

Cost type

The category of spend within a cost code: labor, material, equipment, subcontract, and others, depending on your ERP. Paired with cost code on job-costed work. See Line Item Coding and Coding an Expense.

Delivery ticket

A packing slip or delivery record, recognized as its own document type rather than an invoice. Delivery tickets can be uploaded as tickets, linked to an invoice, and compared side by side with it. Available when delivery tickets are enabled for your account. AP Automation only. See Working with Invoice Documents.

Document classification

The step where Agave decides what each incoming file is: an invoice, a delivery ticket, a supporting document such as a lien waiver or certificate of insurance, or non-financial clutter such as a logo or email signature. Only invoices land in the working queue. AP Automation only. See Document Upload and Classification.

Duplicate detection

Catching an invoice you have already received. An invoice counts as a duplicate when the vendor, invoice number, and amount all match an existing record. When duplicate auto-archiving is on, the copy goes to the Archived tab instead of your queue. AP Automation only. See Document Upload and Classification.

ERP card account

The account in your ERP that card charges post against. Set per card, and used when the approved expense is written back. Expense Management only. See Connect Your ERP.

ERP employee

The employee record in your ERP that an expense is attributed to when it syncs. This is a separate record from the Agave user who submitted the expense, and the two are linked per card. Expense Management only. See Setting Up Your Cards.

Expense

The record a reviewer works with: a receipt, its coding, its status, and its approval history. An expense is what syncs to your ERP. Contrast with transaction, which is the raw charge it was matched to.

Expense Inbox

The tab listing expenses, filtered by status. This is where review and approval happen. Contrast with the Transactions tab, which lists charges rather than expenses. See Expense Inbox and Transactions.

Expense status

Where an expense sits in its lifecycle. The statuses are:

Status	Meaning
Draft	Created but not yet submitted for review
In Review	With a reviewer who has not yet acted
Approved	Review complete, not yet written to the ERP
Synced	Written to the ERP
Failed to Sync	Approved, but the write to the ERP did not succeed
Failed to Process	Could not be read or created
Archived	Removed from the working list without being synced

Draft and In Review are the statuses still moving through review. Approved and Failed to Sync are the statuses eligible to be pushed to the ERP. See Expense Statuses.

Field-level permissions

Which invoice fields a reviewer is allowed to edit. Admins set this on the Field-level Permissions tab. Distinct from field-level settings, which control what reviewers see rather than what they can change. AP Automation only. See Users and Permissions Setup.

Field-level settings

The default column layout for the line items table: which columns appear, in what order, at what width, and under what names. Admins set the default at Settings > Field-Level Settings > Table Settings, and users can change their own layout or return to the default. AP Automation only. See Default Field Visibility.

Historical matching

Agave learning your coding from what your team confirms and corrects. In AP Automation it applies to project and vendor at the header and to budget fields on non-committed line items, so similar invoices auto-code more accurately over time. See Header Field Coding. The Expense Management equivalent improves coding on expenses. See Coding an Expense.

Ingestion email

The dedicated address Agave provisions for your organization, in the form {yourcompany}-apautomation@mail.agaveapi.com. Your AP inbox forwards to it. Treat it as internal: vendors keep sending invoices to your existing address. AP Automation only. See Email Forwarding Setup.

Invoice Inbox

The AP Automation screen listing invoices, with tabs for Draft, To Review, In Review, Approved, Synced, and All. To Review is your personal queue; In Review is the status for invoices waiting on any reviewer. See Reviewing and Approving Invoices.

Invoice status

Where an invoice sits in its lifecycle:

Status	Meaning
Draft	Created by intake or upload, not yet sent for review
In Review	With a reviewer who has not yet acted
Approved	Review complete, not yet written to the ERP
Synced	Written to the ERP
Failed to Sync	Approved, but the write to the ERP did not succeed
Failed to Process	Could not be read or created
Archived	Removed from the active queue

See Approval Workflow.

Job-costed vs. overhead

Two ways of coding a charge. Job-costed attributes it to a project through cost code and cost type. Overhead attributes it to a ledger account and department instead. In AP Automation the distinction also drives which layout template applies. See Coding an Expense and Working with Invoice Documents.

Layout template

A saved arrangement of the line items grid that emphasizes different coding columns: Default shows every column, Overhead shows ledger coding only, and Job Costed shows cost code, cost type, and related fields. Available when enabled for your account. AP Automation only. See Working with Invoice Documents.

Ledger account

The general ledger account a charge posts to, used for overhead spend rather than job costing. Also called the GL account. See Coding an Expense and Line Item Coding.

Line item

One coding row on an invoice, carrying its own amount, description, and budget fields. Header fields apply to the whole invoice; line items are where cost code and cost type are set, so a single invoice can hit several budget lines. AP Automation only. See Line Item Coding.

Link invoice

An invoice that arrives as a link to a vendor portal rather than an attached file. Agave creates a placeholder entry of type Link so the invoice is not missed, and you download the file from the portal and upload it. Only domains on your whitelist create these entries. AP Automation only. See Document Upload and Classification.

Match breadcrumb

The blue information icon next to an auto-coded field. Hovering it explains why Agave chose that value, for example "Project matched from contract", and highlights the matching area on the invoice document. The breadcrumb updates to "Manually selected by user" when you override the value. AP Automation only. See Header Field Coding.

Matched and unmatched

Whether a transaction has been paired with a receipt. Unmatched transactions are charges with no receipt against them yet; unmatched receipts are submissions with no charge to attach to. Expense Management only. See How Matching Works and Expenses Without a Receipt.

Multi-stage review

An approval workflow with more than one review step, where an expense must clear each stage in order before it can be approved. Expense Management only. See Approval Workflows.

Non-committed invoice

An invoice with no purchase order or subcontract behind it. Agave builds its line items either as one combined line or as one line per row detected on the document, depending on the Combine Line Items Into One setting, and codes the budget fields from line descriptions and vendor history. AP Automation only. See Line Item Coding.

Overbilling

Billing a commitment beyond its scheduled value. Agave warns you during review when the invoice in front of you would overbill the contract, and the commitment panel shows billings to date. AP Automation only. See Line Item Coding.

Pending vs. posted

A pending transaction has been authorized by the card network but not settled, so its amount can still change. When it settles, the card feed sends a new posted transaction that supersedes the pending one, and Agave drops the superseded record so the charge is not counted twice. Matching runs against posted transactions. Expense Management only. See How Matching Works.

Policy

A named list of coding profiles. Assigning a policy to a user limits them to the profiles it contains, so it is the mechanism that restricts what a field user can code to. Restricts non-admins only. Expense Management only. See Coding Profiles and Policies.

Primary and secondary reviewer

The default reviewers set on a project, usually the project manager and assistant project manager. Invoices matched to that project are assigned to them automatically. AP Automation only. See Users and Permissions Setup.

Related documents

Supporting files tied to an invoice rather than sitting in the approval queue: lien waivers, certificates of insurance, change orders, and other backup. They arrive in the same email as the invoice or are attached by hand, and they travel with the invoice when you export it. AP Automation only. See Document Upload and Classification.

Saved view

A reusable Inbox layout storing your filters, row grouping, and column sorting. It does not store which status tab you are on. AP Automation only. See Creating and Saving Inbox Views.

Scheduled value

The contracted amount on a commitment line. Agave draws down each line up to its scheduled value when distributing an invoice amount across contract lines, and compares billings against it to flag overbilling. AP Automation only. See Line Item Coding.

Splitting and merging

Repackaging invoice documents. Agave splits a file containing several invoices into separate records automatically, and you can regroup the pages by hand. Merging combines documents that should have stayed together, after which Agave reprocesses and recodes the result. AP Automation only. See Document Upload and Classification.

Sub job

A subdivision of a project used for budgeting on some ERPs, inherited from the matched contract line along with the other budget fields. AP Automation only. See Line Item Coding.

Tags

Labels applied to an invoice and used to filter it later, both in the Inbox filters and when selecting records to export. A record matches if it carries any of the selected tags. Admins can also have Agave apply a tag on its own when an invoice matches a description written in plain language. AP Automation only. See Setting Up Auto-Tagging, Creating and Saving Inbox Views, and Document Export.

Transaction

A charge as it arrives from the card feed, before any receipt is attached. A transaction becomes an expense once it is matched to a receipt or an expense is created from it directly. Expense Management only. See Expense Inbox and Transactions.

Transaction enrichment

An optional setting that supplements incoming transactions with additional merchant detail, improving vendor suggestions during coding. Expense Management only. See Transaction Settings.

Transactions tab

The tab listing charges from the card feed, matched and unmatched. Contrast with the Expense Inbox, which lists expenses. Expense Management only. See Expense Inbox and Transactions.