Check supplier invoices against orders and deliveries before paying
Each invoice that arrives is matched to what you ordered and what actually turned up. The ones that do not add up wait for a person. The rest go straight into the payment run.
A supplier invoice is only right if it matches what was ordered and what was delivered. Checking that means opening three documents that live in three places: the purchase order, the delivery note and the invoice. With a few hundred invoices a month it is slow, repetitive work, and price differences and short deliveries slip into the payment run.
Plugs into
These are examples. Every use case is built around the tools you already run, whatever they are, and you keep using them exactly as before.
Then it runs on its own
- 1
Picks up each invoice as it lands in the accounts inbox
- 2
Finds the purchase order and the delivery note it belongs to
- 3
Compares quantities, unit prices and totals across all three
- 4
Enters the ones that match and sets the others aside with the difference explained
Delivered where you already work
Every time an invoice lands in the accounts inbox, in whichever channel your team already uses. We set the timing around how you work, not the other way round.
What you get back
- Matching invoices entered in your accounting tool, ready for the payment run
- A short list of the ones that differ, with the exact line and amount
- A draft query to the supplier for each difference
What it actually looks like
An example of the output, using sample data.
Invoice run · Thursday
- Nordic Packaging, invoice 8812: billed 1,200 units, delivery note shows 1,050.
- Levant Textiles, invoice 2240: unit price €3.40, purchase order says €3.15.
- Coastline Supplies, invoice 517: no purchase order found for this amount or date.
- Aegean Foods, invoice 9903: matches, but 30-day terms where the contract says 45.
- 19 invoices, €38,640 in total, in the accounting tool under this week's payment run.
- Four supplier queries, one per held invoice, each quoting the line that differs.
You look at the exceptions only
We build it with your team
Every workshop is built around the use cases you pick. This one is usually covered in the Accelerator, on your own tools and your own data.
- We use a month of your real invoices, orders and delivery notes
- Your team decides how big a difference has to be before a person looks
- It writes into the accounting tool you already run
Want it extended, maintained and connected to more of your systems afterwards? Let's discuss →
Want this running in your team?
30 minutes. Tell us what your team spends its week on and we'll tell you which of these would save the most time.