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From incoming invoice to a checked proposal, ready for approval.
Purchase invoices arrive by email and through portals. They have to be matched to orders, coded and checked for discrepancies.
The Invoice Checker does the preparatory work and only puts the exceptions in front of you.
What it does, step by step
- Receive the invoiceFrom the mailbox, a portal or a scanning service.
- Extract the dataRecognise the supplier, amounts, VAT, references and line items.
- MatchCompare with the order, the contract or earlier invoices from the same supplier.
- CodeSuggest the general ledger account and cost centre based on agreed rules.
- Flag discrepanciesMark differences in price, quantity or terms.
- Prepare for approvalThe right reviewer receives a complete proposal.
Works with these systems
- Databases
- APIs
Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- You process purchase invoices on a regular basis.
- Coding and matching currently take a lot of time.
- Coding rules are documented, or can be.
- Invoices arrive digitally.
Less of a fit if
- Invoice volume is small and easy to manage.
- Every invoice needs a substantive review by a specialist.
- There are no documented coding rules and there will not be any.
- Invoices mainly arrive on paper.
What it can deliver
- Less manual retyping
- More consistent coding
- Discrepancies spotted sooner
- Shorter time to approval
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
How does an AI employee check a purchase invoice?
It reads the invoice, extracts the line items and compares them with the purchase order and the goods receipt. If everything falls within the tolerances you have agreed, it moves on through the flow. If something is off, it goes to a person with the discrepancy attached.
What happens to invoices that do not match?
They are never quietly approved. They go on an exceptions list with the reason: a price difference, a quantity difference, a missing order or an unknown supplier.
Does this work with Exact, AFAS or Twinfield?
Yes, through the API or through your package's import route. What we work out in advance is which booking lines and cost centres may be filled in automatically and which stay with a person.
Is this the same as OCR software?
No. OCR reads text. What happens here is combining that text with your orders, suppliers and agreements, and proposing a decision on that basis. Reading the invoice is one part of it, not the goal.
Does the accountant or financial controller stay involved?
Yes. What may be booked automatically and what goes past a person first is set per general ledger account and per amount.
How to put this to work
- 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.