Use case · Wholesale
In wholesale, invoice checking decides the margin: tiered prices, rebates and freight costs are rarely identical between order and invoice, and every unchecked discrepancy is money paid out. At four-digit document volumes a month, nobody checks all of it by hand.
The process that pays for itself fastest
What is different here
Invoice against order against goods receipt, item by item. Only that triad reveals quantity differences and price deviations - and it is the part that gets dropped first in day-to-day work.
Annual rebates, tiers, promotional prices and payment terms sit in the terms agreement, not on the invoice. Whether it was billed correctly is known only by someone who puts the two side by side.
Two or three per cent sounds small and is substantial at trade margins. It falls away when a document sits in the clarification tray for ten days - and that has nothing to do with the amount, only with throughput time.
If yours is not listed, that is not an exclusion. Where no interface exists, we build one - that is the most demanding part and it is our trade.
In trade, invoice checking is not an accounting topic but margin protection. Which is why the bar here is the hit rate of the matching, not the processing speed.
The difference
A person does itThe system does it
How it runs today
How it would run with us
What it gets you
Where it does not fit
With very small document volumes the effort does not pay. Below roughly 300 documents a month the saving is smaller than the upkeep.
In trade, invoice checking is not an accounting topic but margin protection. Which is why the bar here is the hit rate of the matching, not the processing speed. Whether it pays for you depends on your volume - the audit establishes that.
Yes. The ones listed are those we most often meet in wholesale - a list, not a precondition. Where no interface exists, we build one.
A mailbox or folder where the documents arrive - email, scan, portal. Read access to orders and delivery notes; without them there is nothing to check against. The posting logic in writing, once: which cost centre applies when. Nothing more is needed to start.
Across 200 real documents, supplier, purchase order and cost centre are matched correctly in at least 95 %. Every discrepancy between invoice and order ends up in the clarification loop, not in the ledger. No posting without a reference to the document it came from.
3 to 5 weeks, depending on the number of document formats.
The unambiguous part runs through. Anything with a discrepancy, a missing order or an unusual amount goes to a person - together with the reason why.
With very small document volumes the effort does not pay. Below roughly 300 documents a month the saving is smaller than the upkeep.
This page shows the fit in wholesale. The process itself is sector-independent - what matters is whether it repeats.
Invoice processing in generalYou tell us where your time goes. We put it in writing: what is worth automating, and roughly what that costs.
