Every invoice matched to its order. The team only looks at the discrepancies.
The invoice arrives, and so does the goods receipt note. The application matches them line by line against the order: invoiced price against ordered price, invoiced quantity against received quantity, charges that were not planned. What complies is approved in bulk; the rest arrives with its documents in front of you.
- Each invoice is checked by hand against the order, when someone has the time.
- One delivery in several parts, and nobody knows any more what was received.
- Shipping costs or a price increase slip through without anyone noticing.
- The same invoice, received twice, risks being paid twice.
- The order and all its receipts are matched against the invoice, line by line.
- Each invoice gets a diagnosis: ready, discrepancy, missing receipt, duplicate.
- Compliant invoices are approved in bulk, in one click.
- A discrepancy is settled from its file: approve, dispute, or request a credit note.
From invoice received to invoice approved, in five steps
Matching is a calculation, not a guess: the same documents always give the same diagnosis.
- 01
Receipt
The invoice enters the workflow, dropped into a folder or received by e-mail, at the “To process” stage. The goods receipt note is linked to its order.
Invoices pile up in an inbox or on a desk.Each invoice has its place and its stage. - 02
Matching
For each invoice, the application takes the order and all its receipts, added up if the delivery came in several parts, and compares them line by line.
Dig out the order, hunt for the delivery notes.Invoiced, ordered and received on the same line. - 03
Diagnosis
Price discrepancy, quantity discrepancy, line not on the order, missing receipt, invoice without an order, suspected duplicate: each invoice gets its own, and the discrepancies are quantified.
The discrepancy shows up at payment time, or never.Each discrepancy is named and quantified. - 04
File
The invoice and the goods receipt note are shown next to the lines, with the selected line highlighted on both documents. An unmatched receipt from the same supplier is suggested to complete the order.
Three windows open and a spreadsheet to compare.The documents and the figures on the same screen. - 05
Decision
Approve, open a dispute with a comment, or request a credit note for the amount of the discrepancy. Compliant invoices are approved in bulk; every decision is recorded in the log.
Approvals buried in e-mails, with no trace.A recorded decision, one per invoice or per batch.
Control rules, not impressions
- The calculation guesses nothing. Matching applies rules: the same file always gives the same diagnosis.
- A tolerance set by the company. As a percentage and in euros, on the invoice's total discrepancy.
- Approving a discrepancy takes two clicks. An invoice outside tolerance never goes through by mistake.
- Duplicates are spotted. Same supplier and same amount, or same invoice number.
- What is read from a document gets checked. Fields captured from the PDF stay “to check” until a person has confirmed them.
- Every decision is kept. The status is written to the table, with its rights and its log.
FAC-7781 · Quincaillerie de l'Ouest
| SS screw 6×40 | 500 invoiced · 500 received · price matches |
|---|---|
| Bracket 90 | 40 invoiced · 36 received |
| Anchor 8 | €0.14 invoiced · €0.12 ordered |
| Shipping | not on the order |
Discrepancies. Quantity: 4 brackets invoiced but not received. Price: +€0.02 on 300 anchors. One line not on the order.
Fictitious data. The team chooses: dispute, credit note for the amount of the discrepancy, or approval in two clicks.
Clear stages, without moving a single file
Invoices move from stage to stage in virtual folders: the files stay where they are on the company's server, only their stage changes.
- Everyone sees the invoices waiting for them, according to their rights.
- Each stage can be seen at a glance.
- The documents stay on the company's server.
The invoice has just arrived, the matching is done.
A discrepancy awaits a manager's decision.
Ready to be paid.
Dispute or credit note requested from the supplier.
How to offer it to your clients
Who for
- Merchants and distributors who receive a lot of supplier invoices.
- Manufacturers and construction firms that buy against purchase orders and receive deliveries in several parts.
- Accounting firms that handle their clients' purchasing.
What you sell
- Setting up the workflow and its stages.
- Importing orders and receipts from the client's tools.
- Setting tolerances and statuses with the finance department.
- Ongoing follow-up, from ProAdmin.
Lines that work
“You only look at the invoices with discrepancies.”
“No more invoices paid twice.”
“Every discrepancy quantified, every decision recorded.”
What clients ask
Do we need to change accounting software?
No. The control runs in an ODESA application, alongside the existing tools. Orders and receipts can be imported from them.
What if an order is delivered in several parts?
All the receipts for an order are added up before the comparison. A receipt without an order, from the same supplier, is suggested to complete the order.
Does the AI decide on payment?
No. Matching is a calculation done by rules. The AI can help capture the information on a document, and that capture stays “to check” until a person has confirmed it. The decision always rests with the team.
How are duplicates spotted?
An invoice from the same supplier for the same amount, or carrying the same number as another, is flagged as a suspected duplicate before any approval.
Where are the invoices?
On the company's server, in ODESA. ProAdmin provides access and rights; the documents go nowhere else.
What runs this case
Are your clients still checking their invoices by hand?
Offer them this case. ProSuite provides the platform and keeps it evolving; you keep the relationship and the advice.