The check lives in a spreadsheet
Formulas built up over years, that work until a price list changes or the person who wrote them goes on holiday.
Supplier invoices
Do your supplier invoices match what you agreed? We check every line.
Price lists that change, compound discounts, quantity breaks, extra charges. Every company checks supplier invoices its own way, often by sampling and with a spreadsheet only one person understands. We map your rules and turn them into a check that looks at every line.
“He understood the assignment, he asked good relevant questions and delivered excellent work that did not need correcting.” Verified client, data extraction from PDFs
- The right price list for every date
- Discounts and breaks recalculated
- Your rules, not generic ones
- ITEM 10233 100 pcs · 2026 price list · 10+5 discount €855.00 as agreed
- ITEM 10417 50 pcs · 2025 price after the list changed €245.00 +€20.00
- ITEM 10502 20 pcs · 10+5 discount applied as 10 €360.00 +€18.00
- ITEM 10588 150 pcs · break above 100 pcs €330.00 as agreed
- CHARGES Shipping above the free shipping threshold €35.00 +€35.00
- ITEM 10640 10 pcs · 2026 price list, net €123.00 as agreed
Beyond the agreements on 6 lines €73.00
2 minutes, every line
1 line in 20 with a price, discount or quantity break that differs from the agreement
€2,400 a year, with 1% of differences on €20,000 of purchases a month
2 minutes to check every line, instead of a sample
Reference values for a business buying €20,000 a month from around ten suppliers.
Free check
Free check of one supplier invoice
Send us an invoice and that supplier’s price list or agreement. We recheck up to 20 lines across prices, discounts and quantities and tell you in writing how many do not match and whether an automated check pays off.
One check per company, on a single invoice. It does not include checking every line, later invoices or disputes with the supplier.
Ask for the check Free, with no commitment.
Not the one who decides? Tell us anyway: we reply in writing, and you can forward the answer to whoever decides.
What it costs you today
Put your purchases in. See how much you pay beyond the agreements.
A small share of differences on large purchases adds up to a big number. And if today you check only a sample of lines, you only find that share of the differences.
The share varies from supplier to supplier: keep it low, the sum is still telling.
Try it with your numbers
a year paid beyond the agreements, never found
Let us talk about these numbersHow the sum works
The sum: monthly purchases times the share paid beyond the agreements, over 12 months. A sample only finds its own share of the differences. The time saved on checks is not included.
The starting point
The problem is not a lack of software.
Usually the software is there. What is missing is the piece that applies your agreements to every invoice, not just some of them.
Only a sample gets checked
There are too many lines to look at them all. The rest gets paid on trust.
The rules are scattered
Some in the contract, some in the price list, some in the head of whoever does the check.
Differences surface late
By the time somebody notices, the invoice is already paid and putting things right is harder.
22%* of invoices need manual intervention on average, compared with 9% in the most efficient organisations. Industry context. Source: Ardent Partners, Accounts Payable Metrics That Matter in 2025
Where the difference hides
Six places where an invoice drifts away from the agreement.
It does not take big mistakes. One rule applied wrongly to an item you buy every week is enough.
Out of date price list
When the supplier updates the price list, the new terms apply from a precise date. Later invoices have to use the new one, also when the price goes down.
For exampleAn item down from €4.90 to €4.50 but billed at the old price: on 200 pieces a month that is €80 a month.
Compound discounts
A 10+5 discount is not a 15% discount: the second one is calculated on the price already discounted. The wrong order, or a missing step, changes the net price.
For exampleOn €100 of list price, 10+5 gives €85.50. Applied as 10 only it gives €90: €4.50 more for every €100 of goods.
Quantity breaks
Above a certain quantity the price drops. If the order arrives in several deliveries, the break is worked out on the order or on the single invoice, as the agreement says.
For exampleAt €2.40 up to 100 pieces and €2.20 above, 150 pieces billed at €2.40 cost €30 more.
Extra charges
Shipping, packing, fixed fees, contributions. The agreement often waives them above a threshold, such as free shipping.
For exampleA €35 shipping charge added twice a month to orders above the free shipping threshold adds up to €840 a year.
Packs and units
Pieces, packs, cartons. If agreement and invoice use different units, the price has to be converted before it is compared.
For exampleA carton of 12 billed at €21.60 is €1.80 a piece: with an agreed €1.65, that is €1.80 more per carton.
Rebates and year end deals
Volume discounts, target rebates, promotional contributions: they build up during the year and get lost when nobody keeps count.
For exampleA 2% rebate above €100,000 of yearly purchases is worth €2,000 at the threshold: better to know in February how far you are.
The price list check
Every line recalculated with the prices, discounts and breaks you agreed.
The software finds the price list valid on the invoice date, applies discounts and breaks in the right order and compares the net price with the one billed.
| Item | Quantity | Agreed price | Billed | Difference | Result |
|---|---|---|---|---|---|
| 10233 bracket 40 mm | 100 pcs | €8.55 (€10.00 with 10+5) | €8.55 | €0.00 | As agreed |
| 10417 profile 2 m | 50 pcs | €4.50 (2026 price list) | €4.90 | +€20.00 | Old price list |
| 10502 hinge | 20 pcs | €17.10 (€20.00 with 10+5) | €18.00 | +€18.00 | The 5% discount is missing |
| 10591 screw 6 × 50 | 150 pcs | €2.20 (above 100 pcs) | €2.40 | +€30.00 | Quantity break not applied |
| Shipping | 1 | €0.00 (free shipping) | €35.00 | +€35.00 | To verify: free shipping threshold |
| 10640 handle | 10 pcs | €12.30 (net) | €12.30 | €0.00 | As agreed |
Difference on this single invoice: €103.00, found in seconds instead of by sampling.
The courier shipping statements check started the same way: first the rules of the contract, then the software. Today it checks every shipment against the agreed rates. See the real case
How we work
Software comes second. Understanding comes first.
The most important phase comes before development: understanding the real rules and what should happen when something does not match.
- 01
You tell us how you check today
Which invoices, which documents, who does the check and where the time goes.
- 02
We rebuild the rules
Contracts, price lists, tolerances and exceptions become written, verifiable rules.
- 03
Scope, timeline and price
In writing, before any code. Then development by milestones, tested on your data.
Generic or custom
A generic check or a check written on your agreements.
Ready made tools start from average rules. Your invoices follow precise agreements, and that is where the differences hide.
Generic tool
- Rules designed for the average case
- One price list at a time, no dates
- Does not know compound discounts and breaks
- You adapt to the software
Custom check
- Starts from your contracts and price lists
- Every price list with the date it applies from
- Discounts, breaks and thresholds as agreed
- The software adapts to your process
The data stays in the company
Supplier terms and prices stay yours.
The software can run on your servers. When sensitive data is involved, access and processing are defined in the proposal.
- On your serversPrice lists, discounts and invoices stay in the company and never pass through external services.
- Every price list with its datePrice list versions stay stored: the check uses the one valid on the invoice date.
- Not tied to one personThe rules are written and readable. If whoever checks today goes on holiday, the check carries on.
Before you write to us
This is not for everyone.
It makes sense if
- You receive invoices with many lines or many variables
- You have price lists, discounts or breaks agreed with suppliers
- Today you check by sampling or by hand
- You want a check that does not depend on one person
You do not need it if
- Your invoices are few and simple
- Your ERP’s standard function is enough
- You are looking for an accounting or tax audit
What clients say
Sebastiano is a true professional. He fixed some problems on my website with great precision and technical expertise. The communication was excellent, and the results were flawless. If you need someone competent to handle complex issues, he is the right person. Highly recommended!
Verified review, anonymised for privacy.
Frequently asked
Questions on this topic.
How is this different from invoice reconciliation?
Reconciliation checks that you received what you pay for, by comparing invoice, order and delivery note. This verification checks that you pay the right price, by comparing the invoice with price lists, discounts and agreements. Often you need both, and they can be built together.
Is this an accounting audit?
No. It is the operational check your team already performs, for example on prices, quantities and terms, written as software and applied to every line.
How are changing price lists handled?
Every price list is stored with the date it applies from. The check uses the one valid on the invoice date, so an increase or a decrease applies from the right day.
Are compound discounts calculated correctly?
Yes. A 10+5 discount is applied in sequence, as the agreement says: the second on the price already discounted. It is one of the differences that most often slips through by hand.
Can XML e-invoices be read directly?
Yes. Lines, quantities and prices of a structured e-invoice are read without OCR. For suppliers who send PDFs, the most reliable approach is chosen case by case.
What do you need to get started?
A few sample invoices, the reference price list or agreement and a description of how you check today. The rest we work out together.
Does the data leave the company?
Not necessarily. The software can run on your servers. When sensitive data is involved, access and processing are defined in the proposal.
How much does it cost?
It depends on the scope. After the analysis you receive a written, fixed price proposal. Writing to us commits you to nothing.
Start with the problem
Tell us how you check invoices today.
Which suppliers, which documents, who does the check and how long it takes. From there we tell you whether building something is worth it.
- The first check is free and commits you to nothing
- Every message gets read, there is no call centre
- Fixed price and payment by milestone
- Italian and English, VAT invoices
- No phone call unless you want one
- If nothing should be built, we will say so
Prefer to write directly? [email protected]
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