Match supplier invoices to what actually arrived.

Supplier bills checked against the order and the receiving record, so short deliveries and duplicates reach a person before anything is paid.

Start with a finance review How it works

Invoices against receiptsCare Kit components · November

Invoice	Billed	Received	Status
4471 · Wax bar cartons	40	30	10 short
4476 · Canvas wash cartons	24	24	Matched
4480 · Hang tag boxes	5	5	Matched
4471 · second copy	40	—	Duplicate held

Every invoice against what arrived. The short delivery and the duplicate stand out before anything is paid.

Sound familiar?

You paid for forty cartons, and thirty arrived.
The same invoice came in twice, from two inboxes.
Someone keys invoice lines in at month-end to catch up.

Overpayments and late approvals both cost cash, and the invoice that goes wrong is usually the one nobody had time to check.

What changes.

TodayWith the engine

Capture: Invoices keyed in from emailRead, coded and checked on arrival
Matching: Totals checked against the order, if there’s timeLines checked against the order and the receiving record
Exceptions: Found when the supplier chasesSent to the buyer with the evidence attached
Payment state: Approved, paid and reconciled blurred togetherEach state tracked, so nothing pays twice

How it works. 4 steps, 4 stages.

AI1
Rules and automation2
Your team1
Approval

1Capture
1. AI
  Read the invoice and suggest coding
  Extracts supplier, lines and totals, and suggests the account for each line.
  - QuickBooks
  - BILL
  - Ramp
2Match
1. Rules and automation
  Check the order, the receipt and duplicates
  Code checks each line against the purchase order and what receiving confirmed, and holds any duplicate.
  - NetSuite
  - ShipBob
3Resolve
1. Your teamApproval
  Resolve the exception
  The buyer decides whether a short line is in transit, disputed or accepted. A disputed amount isn’t paid by default.
4Pay
1. Rules and automation
  Approve within policy and track payment state
  Approved, scheduled, paid and reconciled stay separate. Your payables tool makes the payment.

Supplier patterns tighten the next check

What you get. Real work, every week.

Exception · invoice 4471Owner: purchasing lead

Billed 40 cartons, received 30.

Gap: 10 cartons · $1,120
Evidence: Receiving record Nov 9 · packing slip
Open question: In transit, disputed or accepted?
Payment: Held for the 10 cartons only

The exception card the buyer receives. The evidence travels with the question.

Payment statusPaid through your payables tool

Invoice 4480 · Hang tag boxesMatched to order and receipt$300Paid
Invoice 4476 · Canvas wash cartonsMatched to order and receipt$2,880Scheduled
Invoice 4471 · Wax bar cartons30 received · 10 cartons, $1,120, held$3,360Part held
Invoice 4471 · second copyDuplicate of the invoice above$0Blocked

Four states that never blur together, so an invoice can’t pay twice.

How you’ll know it’s working.

Active handling time per invoice
Counted apart from elapsed time, so waiting on a supplier isn’t mistaken for work.
Exceptions caught before payment
Short deliveries and duplicates your check finds before the supplier chases.
Cash actually saved
Overtime avoided and spend retired, kept apart from hours freed.

Baselines agreed before we build.

Capacity versus cash, worked through

Invoices a month: 2,400
Handling hours, before and after: 320 → 142
Hours freed, at $45 an hour: 178 · $8,010
Overtime avoided (60 hours) and a tool retired: $3,700
Running cost: −$2,000
Real cash a month: $1,700

A worked example for a business with 2,400 invoices a month, not Fernway’s. Payback on $24,000 of setup is 14.1 months. If no paid hours go away, the same build costs $1,000 a month and returns capacity only.

Works with what you have.

Accounting

QuickBooks

Payables & receivables

BILL
Ramp

Commerce

NetSuite

Fulfillment

ShipBob

We configure first: QuickBooks, BILL or Ramp may already capture, code and match your invoices, and your plan may include more than you’re using. We check that first.
We build when: Receipts, approvals or payment state still sit outside your payables tool, and suppliers are the ones finding the exceptions.

What a first build includes.

Built in your accounts, around your team. Scope, fee and baseline agreed before we start.

1Design
2Build
3Run it, or hand it over

Start with a review Scope this build

We build

Invoice-to-receipt matching on lines and quantities
Duplicate and supplier-identity checks
Exception cards routed to the buyer with evidence
A payment-state view: approved, scheduled, paid and reconciled

We start from

Supplier invoices and purchase orders
Receiving records from your 3PL or warehouse
Your payables tool and approval policy

From your team

Owner: Finance operations lead
Involves: Finance
Purchasing
Operations

Questions teams ask.

Our payables tool already matches invoices. Why add anything?

You may not need to. We test what yours matches first, and add a layer only for the seam that’s left, usually receipts or payment state. If your tool covers the job, we’ll say so.

Can the system pay an invoice?

No. Your payables tool makes the payment, and we never add a second payment authority. We do test what happens when an invoice is paid outside it, because that’s where duplicates start.

How accurate is AI at coding invoices?

In a randomized task with 99 accountants, AI assistance raised classification accuracy by about 18 points (Choi and Xie, Journal of Accounting Research, 2026). Disagreement between accountant and tool still caused some errors, so suggestions are reviewed, and code does the arithmetic.

Who owns it once it’s running?

You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your finance operations lead. We can keep running it with you, or step back.

How do we start?

Usually with a finance review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.