Link a user to a supplier for reimbursement

For personal outlay to work, each employee needs a Nordflow user account and a matching supplier record in the ERP. Nordflow links them automatically when the names are identical.

How the auto-link works

Nordflow compares the user’s display name with supplier names imported from the ERP. If the names match exactly, the link is established — no manual step required. When the employee submits a personal outlay, their supplier is applied to the document and Nordpay can route the reimbursement to that supplier’s bank account.

Where: ERP master data + Nordflow user settings

1. Create the supplier in the ERP with the employee’s full name and their personal bank account number.
2. Create the Nordflow user (or confirm the user already exists) using exactly the same name.
3. Trigger an ERP sync in Nordflow so the new supplier is imported.
4. Open the user’s profile in Nordflow and confirm the supplier link is displayed.

Caution

The name match is exact. “Andersen, Alex” and “Alex Andersen” are treated as different names and will not auto-link. Standardise naming conventions in the ERP and Nordflow before onboarding employees.

Caution

Every employee-supplier must have a bank account in the ERP before they submit their first expense. Without it, Nordpay cannot process the reimbursement.

Departing employees

Set the departing user to absent in Nordflow to stop them from submitting new expenses. Keep the supplier record in the ERP as long as historical documents reference it — removing the supplier breaks the audit trail for those documents.

Related: Configure personal outlay · Set defaults on an employee supplier · Enable expense management