146 invoices in
- Matched
- 128 to order and receipt, queued for approval
- Rate
- 9 held: rate above the order
- Quantity
- 5 held: more than was received
- Duplicates
- 3 possible, none paid
- Paperwork
- 1 missing a lien waiver
Example · for finance teams
Have you ever paid a supplier for something you never received?
Nobody meant to. The invoice looked right, and nobody had time to check it.
Who it's for
- You pay a lot of supplier invoices, by email and on paper.
- Each one waits for someone to confirm the goods arrived.
- Short deliveries and changed rates slip through when the pile is high.
When we'd tell you to skip it
If you pay a few dozen invoices a month, a careful person is enough. If you don't raise purchase orders, start there. Without one, there's nothing to match an invoice against.
The payment breaks between the order and the invoice.
- Need
- Purchase order
- Delivery
- Invoice
- Matched
- Approved
- Paid
Every handoff is a person and an inbox. The invoice waits for whoever ordered to confirm delivery.
Rates creep up between the order and the bill. Duplicates get paid twice. Nobody can say where a payment is without asking three people.
In a distributor, it's the freight bill nobody checks. In a manufacturer, it's the steel invoice at last month's rate. In construction, it's the subcontractor's bill with no lien waiver.
We'd build an invoice match desk.
It checks every invoice against the order and the delivery before you pay.
Your payables team only sees the invoices that disagree
- Invoices are read and matched the day they arrive.
- Rate changes, short deliveries and duplicates are held before payment.
- Clean invoices are coded and queued for one approval.
- Anyone can see where a payment is, and why.
What it's worth to you
Pull last quarter's invoices. Count the duplicates, short deliveries and rate changes you paid.
Add the early-payment discounts you missed. Then count the hours your team spends matching each week. Multiply by their hourly cost.
How it runs, in full
Show every step
What it works with
Your payables inbox, your accounting system and your receiving records. It runs as each invoice arrives. Each source is confirmed in the first conversation.
The steps
- Reads each invoice, in any format.
- Finds the purchase order and the delivery record.
- Checks quantities, rates, freight and terms line by line.
- Flags duplicates and missing paperwork.
- Codes clean invoices from your past choices.
- Holds mismatches with the evidence side by side.
Where a person signs off
Your payables lead clears each hold and approves each batch.
What it never does
It never pays an invoice or changes a supplier's bank details. It never disputes a bill with a supplier on its own.
What we'd need from you
Read access to the payables inbox and your books. Your approval rules. A hundred past invoices, the disputed ones included.
It usually comes with
- Supplier chasing, so late orders are chased before they hold up the line.
- A month-end close that starts with clean payables.
- Order status your customers can see without calling.
You become the owner who pays only for what arrived.
Every invoice is checked before you pay it, and nothing slips through twice.
Yours won't look exactly like this. A first conversation is where we work out what it should look like.
Talk it through first.
Ask for a first conversation through our short form.
A first conversation is free, takes about an hour and needs no access.
A person replies, usually within one working day.