Invoice Processing
The invoice
The invoice line items, totals, tax and bank details.
The purchase order
What was ordered, in what quantity, at what price.
The contract
Rates, caps, retainage and payment terms.
The vendor record
Bank details on file, tier, and how long they have billed us.
Prior invoices
What this vendor has already billed and been paid.
Correspondence
Emails about this invoice, from either side.
Delivery evidence
Receiving notes, timesheets and shipment records.
Approvals
Who signed off, and anything they said while doing it.
Output (any that apply)
- PAY SCHEDULE SHORT
- PAY ROUTE FOR APPROVAL
- HOLD FOR DOCUMENTS
- REQUEST CORRECTED INVOICE
- DISPUTE LINES
- FRAUD REVIEW
- DUPLICATE
Invoice Processing
Accuracy Against Cost and Time
| Type | Accuracy (%) | Cost per Case (USD) | Time (s) |
|---|---|---|---|
| haiku 4.5 | 42.9 | $0.0558 | 30.8 |
| opus 5 | 78.4 | $0.4856 | 92.1 |
| sonnet 5 | 72.9 | $0.3616 | 241.3 |
| DS v4 flash | 69.8 | $0.0133 | 84.1 |
The workflow
Read the documents Seven rounds of questions, one subject at a time. Sums, dates, account numbers and statuses are computed in code rather than asked.
Reasons to stop Four conditions end the review immediately: a fraud pattern, an invoice already paid, the wrong vendor or company, or a document that is not an invoice.
Holds, disputes and corrections Three rule lists run side by side. Every rule that applies adds its actions: hold the invoice, dispute particular lines, or request a corrected copy.
Releasing the payment A sequence of yes-or-no checks decides how the payment leaves: sent for approval, held for a signature, paid in the undisputed part, scheduled, or paid.
Cases:
- Prorated equipment support retainer invoice: Opus differs from the other two.
- CPA invoice from lookalike domain: Sol differs from the other two.
- Vulnerability scan invoice courier fee: TypeSafe differs from the other two.
- Photography invoice with cryptic codes: All three miss the reference.
- Tax compliance invoice wrong entity: All three agree.
Models
| Model | Description |
|---|---|
| Opus | Invoice details check. |
| Sol | Invoice comparison. |
| TypeSafe | Document review. |
Line outcomes:
- Bad lines are carved out of the payment.
- A duplicate charge, or work not performed.
Invoice corrections:
- Amounts do not sum, or tax is charged twice.
- An unexplained or duplicated adjustment.
Any holds or under review?
- Yes, release nothing; the actions stand.
- No lines carved out?
Action: Stop, Review, Back to the vendor, Pay.