A company that buys materials from around fifty suppliers, with about 300 invoices a month and two people in accounts. We follow one invoice from its arrival to the email to the supplier, and then the payment.
With three hundred invoices a month nobody reopens the order and the delivery note for each one. You look at the total, you pay, and small differences slip through.
The big invoices get checked. The others go through as they arrive.
The supplier applies the new price list instead of the agreed price.
48 arrived, the invoice says 50.
One invoice paid twice, another never. You find out from the reminder.
It is uploaded together with the order and the delivery note. A PDF from the scanner works too.
The system reads the lines of the three documents and compares them. Price, quantity, VAT, missing or extra lines.
Errors and warnings, with the values from each document side by side. A large gap is an error, a small one a warning.
You write to the supplier. Each anomaly, once cleared up, is marked as handled.
With one tick you also upload the bank statement. The system finds the transfers and tells you whether the invoice is paid, partly paid, paid twice or paid late.
If the materials are for a job, the invoice is recorded and allocated to its project.
Fourteen lines, for €6,240.
Chiara uploads the invoice, the order and the delivery note. The delivery note is a scan.
One error and two warnings. The other lines match.
€12.60 on the invoice, €11.80 on the order. On 300 pieces that is €240.
50 on the invoice, 48 on the delivery note. Two pieces never arrived.
Transport, €35. It was not on the order.
Chiara asks for a credit note and, once everything is cleared up, marks the anomalies as handled.
Chiara checks payments against the bank statement. A March invoice turns out to be paid twice.
Amounts before VAT. The gap is calculated on the invoice value. With the suggested threshold of 5%, the price (a 6.3% gap) is an error and the quantity (4%) a warning. Your company can change the threshold.
The system flags the differences. You ask the supplier for the credit note, and the invoice is paid from your accounting software as usual.
Scans are read by an AI model only if you turn on visual reading, with a page limit per document. Your company chooses and pays for the AI provider.
For payments, the statement exported from online banking is enough, as PDF, CSV or Excel.
Document Checker works in the browser.
Example built on the modules that exist today. Names and figures are made up.
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