What are 'Suggested Documents' in Refrens?

Suggested Documents in Refrens help businesses collect, review, and convert documents received from vendors into proper records inside their Refrens account:

Suggested Purchases:

Suggested Invoices:

Suggested Purchase Orders:

Suggested Sales Orders:

This feature is useful when your business works with multiple vendors, freelancers, consultants, suppliers, instructors, service providers, or partners and needs a cleaner way to receive invoices, quotations, or related purchase documents.

Instead of asking vendors to send documents in random formats over email, WhatsApp, PDFs, or spreadsheets, Refrens gives you a structured way to receive those documents and review them before adding them to your records.

Suggested Documents mainly work through two vendor-side flows:

1. You share RFI/RFQ links with vendors
2. Your vendors create documents in their own Refrens account and share them with you

Flow 1: Vendors submit documents through RFI and RFQ links

This flow is useful when you want vendors to submit invoices or quotations in a standard format defined by your business.

You can create and share:

• RFI link: Request for Invoice
• RFQ link: Request for Quotation

When vendors open these links, they can submit the required document using the fields and columns configured by you.

RFI link → Suggested Purchases

Read in detail about RFI Links from here>

If you share an RFI link with vendors, they can submit invoices through that link.

Once a vendor submits the invoice, it appears in your Refrens account under Purchases and Expenses → Suggested Purchases

Your team can then review the invoice details and either accept or reject it.

If accepted, Refrens converts it into a purchase record.

This is useful when you want every vendor invoice to follow a consistent format with the required details such as invoice number, invoice date, vendor name, item details, amount, taxes, due date, and payment terms.

RFQ link → Suggested Purchase Orders

Read in detail about RFQ links from here>

If you share an RFQ link with vendors, they can submit quotations through that link.

Once a vendor submits the quotation, it appears in your Refrens account under Purchase Orders → Suggested Purchase Orders

Your team can review the quotation and accept it if you want to proceed.

If accepted, Refrens converts it into a purchase order.

This is useful when you collect quotations from multiple vendors and want to compare them in a structured way before creating purchase orders.

Flow 2: Vendors using Refrens share Purchase Records with your business

This flow is useful when your vendors are also using Refrens.

In this case, the vendor creates the required Purchase record in their own Refrens account and shares it with your business.

For example, if your vendor records a Purchase in their Refrens account and shares it with your business, it appears in your Refrens account under Suggested Invoices:

Your team can then review the details and decide whether to accept or reject it.

This is useful when you want vendors to create their documents directly on Refrens instead of sending invoices in different formats from different tools.

Example: How this helps businesses like UpGrad

This is especially useful for businesses that work with hundreds or thousands of vendors every month.

For example, UpGrad worked with a large number of freelance instructors. Each instructor had to submit invoices, but if everyone used different formats, it created confusion, missing details, manual work, and repeated back-and-forth.

With Refrens, UpGrad asked vendors to create record their purchases on Refrens and share them with upGrad.

Once shared, those documents appear as suggested invoices in the business dashboard.

Their team then reviews, accepts, and records them without manually recreating everything from scratch.

This helps standardise vendor documentation, reduce manual work, improve accuracy, and make high-volume vendor management much faster.

Read our upGrad case study>

Why businesses need Suggested Documents

Suggested Documents are useful when vendor document collection becomes difficult to manage manually.

This usually happens when:

• You work with many vendors every month
• Vendors send invoices in different formats
• Important invoice details are often missing
• Your accounts team spends time correcting vendor documents
• Quotations come through scattered channels
• Purchase records need to be created manually
• Your team wants a review step before accepting vendor documents
• You want clean, standardised records for accounting and reporting

Suggested Documents create a simple system:

Vendor submits or shares the document → Refrens shows it as a suggestion → Your team reviews it → You accept or reject it → The final record is created.

Key benefits of Suggested Documents

1. Standard vendor document collection

You can receive invoices and quotations in a consistent format instead of dealing with different vendor formats every time.

2. Less back-and-forth with vendors

When vendors submit documents through a structured flow, they are less likely to miss important details. This reduces repeated follow-ups for corrections.

3. Faster purchase and invoice processing

Your team does not need to manually create every purchase, purchase order, or invoice from scratch. The submitted document already carries the required details.

4. Better control before recording documents

Suggested Documents do not become final records automatically. Your team can review the amount, vendor details, taxes, dates, and terms before accepting them.

5. Easier handling of high vendor volume

For businesses working with hundreds of vendors, freelancers, instructors, or suppliers, Suggested Documents make it easier to manage documents at scale without increasing manual workload.

6. Cleaner accounting records

Because every document is reviewed before it is accepted, your final purchase and accounting records stay more accurate and consistent.

Have questions?

Reach out to us at care@refrens.com OR message us on live chat support for quicker assistance.

Updated on: 01/05/2026