Purchase Order & Contract Check
Order and contract checking that compares each purchase order or contract with the price sheet and terms and lists every mismatch for a person.
Nobody checks the prices before signing
Subcontract orders and customer contracts arrive as attached files, often under deadline. The prices, quantities and scope lines get skimmed, and a mismatch with the quote shows up later on an invoice. A check reads each line and compares it with the price sheet, the quote and the standard terms. It produces a one-page list of every difference, with both source lines side by side. A person decides whether to sign, push back or ask for a correction. The system never signs or accepts anything.
What's included
- 01
Line-by-line comparison
each price, quantity and unit read from the order and matched to the price sheet.
- 02
Quote matching
scope lines checked against the quote or bid they came from.
- 03
Terms check
payment terms, retainage, insurance and other clauses compared with the standard language.
- 04
Mismatch list
every difference on one page, with both source lines shown together.
- 05
Missing and added items
quoted lines that are absent and lines never quoted, flagged for review.
- 06
Correction notes
a list of requested changes, written for a person to review and send.
- 07
Filing with the job
the order, the comparison and the decision filed together under the job.
- 08
Sign-off by a person
a person decides on every order, and the system never signs, accepts or sends.
How it works
- 01
Price sheet review
A study of the price sheets, quote layouts and standard terms settles what counts as a mismatch.
- 02
Setup
The comparison rules are built and connected to the inbox or folder where orders and contracts arrive.
- 03
Supervised test
Past orders and live ones run through the check while staff compare each list with their own review.
- 04
Launch and support
It goes live on the client's sign-off, with the price sheets kept current, rules tuned and a monthly report.
Industries
Industries served
Construction & Contracting
Contract checks, progress billing, job costing and document control for general contractors and specialty subcontractors.
Manufacturing & Machine Shops
Quoting, order entry, purchasing, job costing and quality records for job shops and small manufacturers.
Frequently asked questions
Which documents can it check?
Purchase orders, subcontracts, customer orders and similar agreements that arrive as files or email text. Each type gets its own rules during setup, and the first step settles what counts as a mismatch.
Does it give legal advice on contracts?
No. It compares terms with the standard language and price sheet supplied and lists the differences. The client's team, and an attorney where one is used, decides what to do about them.
What happens when the price sheet changes?
The system compares against the current sheet. Earlier versions stay on file, so each order shows which version it was checked against and an older order is judged fairly against the version in force.
Where do the price sheets and contracts stay?
In the client's own accounts. The price sheets and signed documents stay in the client's storage, and access is limited to named people. Each comparison is recorded with the job, so what was checked stays visible.