€17.10
not €17.00
A €20.00 price with a 10+5 discount comes to €17.10. Applying a flat 15% is 10 cents off per piece, on every line.
Technology: rules and matching
Every line compared with what was agreed, the same way every time.
Checking an invoice means comparing it: with the order, the delivery note, the price list, the contract. The software does it with written rules, on every line, and shows you only the ones that do not add up.
At a glance
- Used for
- Checking invoices, statements and delivery notes against orders, price lists and contracts
- How it decides
- With written rules, the same for every line, always with a reason
- AI here
- Helps with reading, never decides about money
- The result
- A report with only the lines worth a look
How it works
Order and invoice compared, line by line.
The problem
Checking is comparing, and by hand it is done on a sample.
Every invoice should be compared with something: the contract rate, the price list, the quantities on the delivery note. The comparison itself is simple. The problem is doing it on hundreds of lines, every month, without mistakes.
So a sample gets checked, and the rest is paid on trust.
In detail
The rules are the ones you already agreed.
The real work is writing them well. Then the software applies them to every line.
- 01
Find the right line
Each invoice line is matched to its counterpart: the shipment in the contract, the item in the order, the code in the price list.
- 02
Work out what is due
Rate by weight and zone, the price list valid on that day, cascading discounts, quantity breaks.
- 03
Compare
Billed against due, with the tolerances you decide, per supplier or per category.
- 04
Give a status
Compliant, to check or wrong, with the reason written next to it.
- 05
Show the exceptions
Only the lines worth a look reach a person, with the figures needed to dispute them.
Why artificial intelligence does not decide here
To compare an invoice line with a price list, a written rule is more reliable than a language model: it gives the same result every time, it can be verified and it says why. We use AI where it really helps, for example to read free-text descriptions. The decision about money stays with a rule and a person.
When it pays off
It pays off when there are written agreements and more lines than you can look at.
It makes sense if
- You have written contracts, price lists or rates
- There are more lines to check than you can look at
- Differences repeat, even small ones
- Today you check only a sample
You do not need it if
- Invoices are few and all different
- There are no written agreements to compare them with
- Your ERP already does this check, and does it well
An example with numbers
Where the cents hide.
Three typical cases, with the sums done.
+€30.00
on a single line
150 pieces at €2.40 instead of €2.20, because the price break above 100 pieces was not applied.
1%
tolerance
With a 1% tolerance, €10.08 on a €10.00 price passes. €10.40 goes to review.
The shipping statements case: every shipment recalculated against the contract, 100% of the lines every cycle, overcharges found from over 25% to over 70% on single shipments. Read the full case
The limits
What rules need in order to work.
Written agreements
The comparison starts from the contract or the price list. Without written agreements there is nothing to compare with.
Up-to-date rules
When rates or price lists change, the rules change. In the shipping statements project the client updates them from a page of their own.
Unclear cases
A surcharge the contract describes badly is not forced: it lands among the lines to check.
The dispute
The software says what does not add up and what it is worth. The decision to dispute stays with a person.
Frequently asked
Questions on this topic.
Why not use an AI model to check invoices?
Because on prices and rates you need the same result every time, with a reason that can be verified. A written rule guarantees that, a language model does not. We use AI where it helps, for example to read free-text descriptions.
Who writes the rules?
We write them from your contracts and price lists, and you verify them on real data before they are used.
What happens when a price list changes?
The rule is updated. Where it makes sense, you get a page to do it yourself, without going through us.
Can we start with one supplier?
Yes. We start with the one that weighs most, and add the others later.
What do I get at the end of each check?
A report with the compliant lines and the ones to look at, with the difference worked out and the reason. It exports to Excel or CSV.
Start with the problem
Describe the check you run today.
Which documents, compared with what, and how often. We will tell you which rules are needed.
- 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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