Deal-Won / The work / Invoices
The invoice says 40 cases. The receiver wrote 38. Somebody has to notice.
Supplier invoice against purchase order against what actually came off the truck. We build the match, surface only the differences, and leave every judgment call to your controller.
Where the money leaks
The supplier invoice says 40 cases. The PO says 40. The receiver wrote 38 on the sheet and initialled it. Three documents, two of them agree, and the one that is right is the handwritten one.
Meanwhile your own customer invoices get rebuilt by hand every month, because the last system exported them in a shape nobody could use.
Shorts and price creep do not announce themselves. They are found by a person with a highlighter, or they are not found at all.
What it costs you today
Again, no benchmarks. Four questions, and you already know three of the answers.
- How many supplier invoices does one person open, read and compare each week?
- When a short shipment slips through, how long until anyone catches it?
- What do you write off each year because chasing the difference costs more than the difference?
- How many customer invoices get rebuilt by hand every month?
What we build
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Read the invoice in whatever shape it arrived
PDF, scan, emailed photograph, portal download. The format is the supplier’s choice and it is never going to become yours.
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Match it three ways
Invoice against purchase order against the receiving record, including the part of receiving that currently lives on paper.
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Show your controller the exceptions, not the matches
Short shipments, prices off the agreed list, duplicate invoices, quantity mismatches. The four hundred that agree do not need a human. The ten that disagree get one.
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Issue customer invoices without rebuilding them
Generated and sent from the order record. At Mike’s, the warehouse team asks for a PDF invoice in Slack in plain English and it lands in their inbox.
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Go back for what was already missed
At Mike’s we backfilled $37.2k of legacy invoices across 42 accounts into the new system. Money that was already earned and had simply stopped being chased.
Questions controllers actually ask
Does this replace my controller?
No, and we would not sell that. It replaces the reading and the comparing. Your controller still makes every judgment call, but on the ten invoices that disagree rather than the four hundred that match.
Our suppliers send invoices in every format imaginable.
That is the normal condition and it is the reason this is still manual. PDFs, scans, photographs, portal downloads and emailed spreadsheets all get read. Formats that defeat it go to review rather than through.
What about the receiving side? Half our shorts are written on paper.
Then the paper is part of the system. A three-way match is only worth building if the receiving record is in it, so we capture that step too rather than pretending the warehouse works the way the software wishes it did.
Can it send our customer invoices as well?
Yes. At Mike’s the warehouse team requests a PDF invoice in Slack in plain English and it arrives in their inbox. Same engagement also backfilled $37.2k of legacy invoices across 42 accounts into the new system.