Accounts Payable - Vendors & Bills

🔍 Problem Statement

As an internal finance team, I experience inefficiencies and manual work when managing payments to vendors, which results in delayed payments and inconsistent records.

💡 User Story

As an admin user, I want to create, manage, and track vendor bills from the platform, so that I can streamline AP workflows without relying on external tools.

🎯 Definition of Done (DoD)

✔ Business users (Admins) can view and manage all Vendors from a dedicated section in the platform, with support for:

1. List view of all vendors with search, sort, and filter

2. Create, Read, Update, Delete (CRUD) operations using Laravel-based backend logic

3. Vendor details include

4. First name

5. Last name

6. Email

7. Phone

8. Job title

9. Date of birth

✔ Business users can manage Bills through a separate Accounts Payable > Bills section, with:

1. List view of all bills, sortable and filterable by vendor, status, and date

2. CRUD operations for one-time

3. Each bill supports:

4. Line items (manual input)

5. PDF generation

✔ All actions (vendor creation, bill creation, updates, status changes, etc.) are powered by Pelcro’s CORE API endpoints, which:

1. Serve as the single source of truth

2. Are documented and stable for internal and future external use

3. Are consumed by the Admin UI as a client of the API

✔ This change will impact:

1. UI – Admin-only sections for Vendors and Bills

2. API – New versioned CORE endpoints (e.g., /vendors, /bills)

3. Backend – Laravel CRUD services for all related operations

✔ This solution will include the following limitations:

1. No vendor self-serve access (OpenAPI/SDK not yet exposed)

2. No delivery logic, rate automation, or accounting integrations

3. No tax calculation or international currency handling

Vendors Resource:

1. GET /v1/core/vendors – List vendors

2. POST /v1/core/vendors – Create vendor

3. GET /v1/core/vendors/{id} – Show vendor

4. PUT /v1/core/vendors/{id} – Update vendor

5. DELETE /v1/core/vendors/{id} – Delete vendor

Bills Resource:

1. GET /v1/core/billing/bills – List bills

2. POST /v1/core/billing/bills – Create bill

3. GET /v1/core/billing/bills/{id} – Show bill

4. POST /v1/core/billing/bills/{id}/finalize – Finalize bill

5. POST /v1/core/billing/bills/{id}/mark-as-paid – Mark bill as paid

Publisher Interface

Vendors Management:

1. GET /{site_id}/vendors – List vendors

2. GET /{site_id}/vendors/create – Create vendor form

3. GET /{site_id}/vendors/{vendor_id}/edit – Edit vendor form

4. GET /{site_id}/vendors/export – Export vendors

5. POST /{site_id}/vendors – Store vendor

6. GET /{site_id}/vendors/{vendor_id} – Show vendor

7. PUT /{site_id}/vendors/{vendor_id} – Update vendor

Bills Management:

1. GET /{site_id}/bills – List bills

2. GET /{site_id}/bills/create – Create bill form

3. POST /{site_id}/bills – Store bill

4. GET /{site_id}/bills/{bill_id} – Show bill

5. GET /{site_id}/bills/export – Export bills

6. POST /{site_id}/bills/{bill_id}/finalize – Finalize bill

7. POST /{site_id}/bills/{bill_id}/mark-as-paid – Mark as paid

Events:

1. Bills:

2. Bill\Created – When a bill is created

3. Bill\Finalized – When a bill is finalized

4. Bill\Paid – When a bill is marked as paid

5. Vendors:

6. Vendor\Created – When a vendor is created

7. Vendor\Updated – When a vendor is updated

8. Vendor\Deleted – When a vendor is deleted

Webhooks:

1. Bill Webhooks:

2. BillCreated – Webhook listener for bill creation

3. BillFinalized – Webhook listener for bill finalization

4. BillPaid – Webhook listener for bill payment

5. Vendor Webhooks:

6. VendorCreated – Webhook listener for vendor creation

7. VendorUpdated – Webhook listener for vendor updates

8. VendorDeleted – Webhook listener for vendor deletion