Fixing a mismatched vendor, carrier, or job

What this panel does

Every document that flows into Verinode, an invoice, a certificate of insurance, an adjuster email, a scorecard, has to land on the right entity before it can feed anything useful. Verinode reads the raw text on the document (a vendor name on an invoice, a carrier's letterhead on a payment notice, a claim number in an email) and tries to match it to a vendor, carrier, or job you already have. Most of the time that match is clean. Sometimes it isn't: the name on the document doesn't quite match anything on file, so Verinode either creates a placeholder entity and flags it for you to confirm, or leaves the document unlinked until you point it at the right place.

The entity-correction panel is where you make that call. It opens directly under a document's row, right in the table, no separate modal or page. You search for the correct vendor, carrier, or job, pick it, and Verinode reassigns the document (and remembers your answer so it doesn't ask again for the same name).

Verinode never guesses silently past this point and never auto-merges an ambiguous match on your behalf. It surfaces the mismatch, offers you the closest candidates from your own records and, where relevant, Verinode's reference catalogs, and you decide.

Where to find it

Open the sidebar and, under My Data, click Vault (/data). Inside Vault, open the Uploads tab, this is the document-by-document activity table for everything that has been forwarded, uploaded, or synced in.

Look for a row with an amber pill next to the source name. The pill reads one of:

• Assign vendor
• Assign carrier
• Assign job

That pill is your entry point. Click it (or click anywhere on the row's expand target) and the correction panel opens inline, directly below that row, with a soft amber background so it's clear it's still attached to the document above it.

What's inside the panel

The header

At the top left, a small label tells you what Verinode read off the document:

• "Document says:" for a vendor, followed by the raw vendor name exactly as it appeared on the invoice.
• "Document says:" for a carrier, followed by the document's source label.
• "Document references:" for a job, followed by the document's source label (the claim number or reference Verinode picked up).

Below that, the panel's title states the task plainly: "Assign to the correct vendor", "Assign to the correct carrier", or "Assign to the correct job". A Cancel link sits at the top right if you want to close the panel without doing anything.

The search box

A single search field, focused automatically when the panel opens, with a placeholder that matches what you're searching for:

• Vendor: "Search vendors…"
• Carrier: "Search carriers…"
• Job: "Search by claim number or category…"

Type at least one character and, after a brief 300-millisecond pause (so it doesn't fire on every keystroke), Verinode searches. While the search is running, the panel shows "Searching…" under the box.

The results list

Results appear in a scrollable panel below the search box, grouped by source, up to 10 results per group:

For vendors:

• "Your vendors", vendors already confirmed in your own records (vendors still waiting on their own review don't show up here, so you can't accidentally merge one unconfirmed stub into another).
• "Verinode catalog", matches from Verinode's independent vendor reference catalog, each shown with its category next to the name (for example, a plumbing supplier shown with its category label beside it) so you can tell catalog entries apart from your own list at a glance.

For carriers:

• "Your carriers", carriers already on file for your business, each shown with its type (carrier or TPA) in small text beside the name.
• "Carrier directory", matches from Verinode's carrier reference directory.

For jobs:

• "Your jobs" is the only group, since jobs are always your own records, never a shared catalog. Each result shows the job's label, either its claim number followed by its category, or just the category if no claim number is on file, and if a claim number exists it's shown again in a small monospace tag beside the label so it's easy to scan.

Click any result to select it. The selected row highlights in copper and its text turns bold, so you always know exactly what you're about to assign to.

If you type something and nothing comes back, the panel shows: No matches for "your search term". That's not a broken search, it usually means the vendor, carrier, or job genuinely isn't on file yet under that name.

The action buttons

Once you've selected a result, an Assign to [name] button appears. Click it and the button reads "Assigning…" while the reassignment runs.

For vendors only, a second button also appears: Keep as new vendor. Use this when Verinode's auto-created vendor is correct as-is, the invoice really did come from a new supplier you haven't billed through before, so there's nothing to reassign. Clicking it simply confirms the vendor and removes its review flag; it stays in your vendor list under the name Verinode already extracted.

Carriers and jobs don't get a "keep as new" option. There's no placeholder entity to confirm for either one, only an existing carrier or job to point the document at.

What happens after you assign

When you click Assign to [name], Verinode does the following, depending on entity type:

Vendor. Every document previously sitting under the auto-created placeholder vendor moves to the vendor you picked, all of it, not just the one you're looking at. Verinode also remembers the raw name from the invoice as an alias for that vendor, so the next time a document comes in with the same wording, it matches automatically and never asks again. If you assigned to a name from the Verinode catalog rather than one of your own vendors, Verinode also pulls the most recent invoice for that vendor to fill in relationship and cost figures, so the vendor's page shows real numbers right away instead of sitting empty until the next invoice arrives. The placeholder vendor is then removed, since every document that pointed to it now points to the correct one.

Carrier. Just this one document is updated to point at the carrier you picked. Carrier assignment doesn't merge or rewrite history the way vendor assignment does, each unlinked carrier document is a one-off decision.

Job. Just this one document is linked to the job you picked. Nothing else changes.

In every case, a green confirmation line replaces the panel for a moment: "Assigned to [name]." (or, for Keep as new vendor, '"[raw name]" confirmed as a new vendor.'), and then the page refreshes so the row, its pill, and any downstream signal counts reflect the correction.

1. 1In the Uploads tab, find a row with an Assign vendor, Assign carrier, or Assign job pill.
2. 2Click the pill to expand the correction panel under that row.
3. 3Type a few letters of the correct name (or claim number, for jobs) in the search box.
4. 4Pick the right match from Your vendors / carriers / jobs or, for vendors and carriers, from Verinode's reference catalog.
5. 5Click Assign to [name], or, for a vendor that really is new, click Keep as new vendor instead.
6. 6Wait for the green confirmation line. The row updates automatically.

The Uploads table around it

The correction panel lives inside the Uploads table, so it's worth knowing what the rest of that row is telling you:

• Source, the vendor, carrier, or job name Verinode resolved the document to (linked through to that entity's page), with the bucket it belongs to (Vendor, Client, or Job) shown underneath in small text. This is also where the Assign… pill and any currency-conversion badge appear.
• Type, a rounded badge with the document type in plain language (Invoice, Certificate, Estimate, and so on).
• Amount, the extracted dollar total, right-aligned, or a dash if no amount was captured.
• Processed, the date Verinode parsed the document.
• Signals, how many signals this document contributed. A number links through to Signals; a dash means it hasn't fed anything yet.
• Status, a Processed, Pending, or Failed indicator, alongside a color-coded completeness percentage when Verinode has an extraction receipt for the document: green at 80% and above, amber from 40 to 79%, rose below 40%. Clicking that percentage opens either this correction panel (if the document still needs an entity assigned) or a plain-language "What we read from this document" summary with an Edit fields and a Re-run extraction option.
• A row of small icon actions on the right: view the original file, edit the extracted fields directly, or remove the document.

Above the table, a search box and two filters (bucket: All buckets, Vendors, Clients, Jobs, each with a live count; and document type) narrow the list. Below it, selecting one or more rows with the checkboxes opens a floating bar to remove them in bulk.

Empty states

If your Uploads list has fewer than five documents total, a Set up email forwarding prompt appears above the table: "Auto-forward vendor invoices, COIs, and scorecards to your intelligence address. Takes 2 minutes," with a Set up button through to Connect. See Connecting your data and Forwarding documents for the full setup.

If a search or filter combination matches nothing, the table is replaced with an ambient message: "Your document intelligence builds as files flow in", plus a short set of insights tailored to what Verinode already knows about your business. This is never a "nothing here, go create something" message, Verinode's document intelligence is meant to accumulate as your inbox and tools connect, not something you manually populate.

Related reading

• Forwarding documents
• Connecting your data
• Clients and carriers