- invoice pdfINV-20418, Northside Supply, $4,212.50
- invoice pdfINV-9917, scanned, slightly crooked
- purchase orders61 open POs from procurement
- ledger export412 lines, September
- invoice pdfInvoice_final_v2 (1).pdf
AI invoice reconciliation that sends the odd ones to a person
Month end means opening every invoice, finding its purchase order and its ledger line, and ticking it off. The clean ones are quick. The few that don't line up take most of the time.
A reconciliation agent reads each invoice, including scans, extracts the fields that matter and matches them to POs and ledger lines. Clean matches are reconciled. Anything off by more than a cent, or missing a PO, goes to a review queue with the reason, and nothing is posted until the totals tie out and a person has cleared the queue.
Who it suits: Small finance and operations teams in nonprofits, housing providers and growing organizations that still reconcile by hand.
This is an example workflow, an illustration of what gets built. Its numbers are examples, not client results.
Month-end invoice reconciliation
Invoices are matched against purchase orders and ledger lines. Anything that doesn't line up goes to a review queue instead of being forced through.
In this example: 78 of 84 invoices matched on their own. The 6 that don't line up go to the finance lead, not into the books.
Example workflow. The agent reads 84 invoices, 61 purchase orders and a 412-line ledger export. It pulls the vendor, amount, PO number and date from each invoice. A live counter shows matches climbing: 52 match on purchase order number, 78 match the ledger to the cent, and 6 are flagged as mismatches. The six go to a review queue for the finance lead, who corrects five and queries one with the vendor. An inspection step checks that totals tie out with no variance, that no invoice would be paid twice, and that a 20-item spot check is correct. The ledger is then marked reconciled.
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- The problem
- At month end, someone in finance opens every invoice, finds the purchase order, finds the ledger line, and ticks it off. The odd ones take most of the time.
- What the agent does
- Reads each invoice, including scans, pulls out the fields that matter, and matches it to a purchase order and a ledger line. Clean matches are reconciled. Anything off by more than a cent, or missing a PO, is flagged with the reason.
- Where people stay in the loop
- Every mismatch lands in a review queue for the finance lead. Nothing is posted until the totals tie out and a person has cleared the queue.
Common questions
- Does it work with our accounting software?
- It works alongside the accounting software you already use, reading exports or connecting directly where the software allows it. Nothing about your chart of accounts has to change.
- Can it pay invoices?
- No. It reconciles and flags. Payments stay with people and your existing approval process.
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