QAD and AvidXchange integration

What moves between them

Reference data flows from QAD into AvidXchange: suppliers, GL accounts, and cost centers are pushed so invoices can be coded and routed correctly. Supplier invoices flow from QAD into AvidXchange for approval workflow and payment, carrying line items, GL codes, and any PO reference for two-way or three-way matching. Settled payment records flow the other direction, from AvidXchange back into QAD AP payments, with check number, ACH trace, or virtual card detail after AvidPay executes the payment. GL codes and dimensions are read-only inside AvidXchange, so ml-connector never writes accounts back from AvidXchange into QAD.

How ml-connector handles it

ml-connector stores both credential sets encrypted, sends the AvidXchange Company Token and User Token as headers on every request, and accepts the full QAD tenant URL per customer since QAD publishes no shared base address. Suppliers are pushed first, because AvidXchange requires a vendor to exist before an invoice can be coded and paid; a missing vendor is a payment failure. GL accounts and cost centers are mapped next so every invoice line codes to an account that already exists on both sides. Because neither system offers webhooks for this path, ml-connector polls AvidXchange payment and invoice status on a schedule, typically every fifteen to thirty minutes, and polls QAD on its own cadence rather than waiting for a push. Invoice approval and the choice of check, ACH, or virtual card stay inside AvidXchange and AvidPay, so ml-connector reads the resulting status rather than driving it. Failed calls are retried with backoff, and every record carries a full audit trail and can be replayed.

A real-world example

A mid-sized industrial parts manufacturer runs QAD Adaptive ERP for procurement and finance and processes a high volume of supplier invoices each month across several plants. Before the integration, AP clerks keyed invoices into the payment system by hand, re-entered settled check and ACH details back into QAD, and chased mismatches between the ledger and what had actually been paid. With QAD and AvidXchange connected, supplier and GL data flows into AvidXchange automatically, invoices route for approval and payment without re-keying, and settled payment records post back to QAD AP so the ledger and the bank stay in agreement.

What you can do

• •Push QAD suppliers into AvidXchange so every invoice can be coded and paid to a known vendor.
• •Sync QAD GL accounts and cost centers into AvidXchange for accurate invoice coding across plants.
• •Submit QAD supplier invoices into AvidXchange for approval routing and check, ACH, or virtual card payment.
• •Read settled payment records from AvidXchange back into QAD AP payments with check or ACH detail.
• •Authenticate AvidXchange with its Company and User Tokens and QAD with its tenant-specific login, with retries and a full audit trail.

Questions

Which direction does data move between QAD and AvidXchange?

Suppliers, GL accounts, and cost centers move from QAD into AvidXchange, and supplier invoices move the same direction for approval and payment. Settled payment records move back from AvidXchange into QAD AP payments. GL codes are read-only inside AvidXchange, so ml-connector does not write accounts back from AvidXchange into QAD.

Does AvidXchange support webhooks for new payments or invoice status?

No. AvidXchange has no public webhook support for this integration path, only user-facing email notifications. ml-connector polls AvidXchange payment and invoice status on a schedule, typically every fifteen to thirty minutes, and polls QAD on its own cadence to keep both systems aligned.

Why do suppliers have to be synced before invoices?

AvidXchange requires a vendor to exist before an invoice can be coded and paid, so a missing vendor causes a payment failure. ml-connector pushes QAD suppliers into AvidXchange first, then maps GL accounts and cost centers, so every invoice line codes to an account and vendor that already exist on both sides.