Acumatica and AvidXchange integration

What moves between them

Vendors and GL accounts move from Acumatica into AvidXchange so invoices can be coded and routed correctly, since a vendor must exist in AvidXchange before a payment can be made. Approved AP bills are submitted from Acumatica as AvidXchange invoices, with line items mapped to GL codes and the invoice image attached. After AvidPay executes a payment, the settled record with check number, ACH trace, or virtual card detail is pulled back from AvidXchange and posted against the matching Acumatica vendor and AP account. Vendor and GL sync runs on a recurring cadence, payment read-back is polled every 15 to 30 minutes, and invoice status is checked after each batch.

How ml-connector handles it

ml-connector stores both credential sets encrypted, holds an OAuth bearer token for Acumatica and refreshes it on a 401, and sends the AvidXchange Company and User tokens as headers on every request. On the Acumatica side it accepts the full instance URL and pins the endpoint version per customer, since a mismatched version fails immediately, and it wraps all field values in the required value objects. Because AvidXchange has no reliable webhook, it polls payment and invoice status on a schedule rather than waiting for a push, and it reads Acumatica changes incrementally by LastModifiedDateTime. Vendors and GL accounts are mapped and synced first so every submitted invoice line references a vendor and GL code that already exists in AvidXchange. Neither system has a native idempotency key, so ml-connector tracks AvidXchange batch IDs and checks Acumatica by natural key before posting to avoid duplicate invoices or payments. Acumatica returns HTTP 429 when the per-minute license limit is reached, so requests back off and retry, and every record carries a full audit trail and can be replayed if a downstream call fails.

A real-world example

A mid-sized property management firm runs Acumatica for its general ledger and accounts payable across a portfolio of buildings, and uses AvidXchange to scan, code, approve, and pay vendor invoices. Before the integration, staff exported approved bills from Acumatica and rekeyed them into AvidXchange, then manually entered each completed check and ACH payment back into the ledger, which delayed the month-end close and left vendor records out of step between the two systems. With Acumatica and AvidXchange connected, vendors and GL codes stay aligned, approved bills flow into AvidXchange for payment, and settled payment detail posts back into Acumatica automatically. The accounting team starts the close with AP already reconciled and the manual re-entry removed.

What you can do

• •Sync Acumatica vendors and GL accounts into AvidXchange so invoices can be coded and paid against valid records.
• •Submit approved Acumatica AP bills into AvidXchange as invoices, with line-level GL coding and the invoice image attached.
• •Pull settled check, ACH, and virtual card payment detail from AvidXchange and post it against the matching Acumatica vendor and AP account.
• •Bridge Acumatica OAuth and the AvidXchange Company and User token headers, with version-pinned, instance-specific Acumatica calls.
• •Poll AvidXchange on a schedule with batch-ID tracking, retries, and a full audit trail on every record.

Questions

Which direction does data move between Acumatica and AvidXchange?

Vendors, GL accounts, and approved AP bills move from Acumatica into AvidXchange so invoices can be coded and paid. After payment is executed, the settled payment detail is pulled back from AvidXchange into Acumatica. Vendors must exist in AvidXchange before invoices can be paid, so vendor sync runs first.

Does AvidXchange support webhooks, or does ml-connector poll?

AvidXchange has no confirmed public webhook support and runs on a scheduled pull and batch sync model. ml-connector polls payment and invoice status on a schedule, typically every 15 to 30 minutes, and checks invoice status after each batch is submitted. It also reads Acumatica changes incrementally by LastModifiedDateTime rather than relying on push notifications.

How does the integration handle the two different authentication models?

Acumatica uses OAuth 2.0 through its built-in identity server, while AvidXchange uses proprietary Company and User tokens passed as headers. ml-connector stores both credential sets encrypted, refreshes the Acumatica token on a 401, and attaches the AvidXchange tokens on every call. It also pins the Acumatica endpoint version per instance, since a version mismatch in the URL returns a 404.