Vendor Invoice Audit
For contractors, shops and property managers, the system compares vendor invoices with agreed supplier pricing and open credits and flags price drift and duplicates for review.
Supplier prices change between quote and invoice
A supplier quotes one price and invoices another, and nobody has time to check every line. A credit promised last month never shows up. The same invoice arrives twice and gets paid twice. The system compares each invoice line with the agreed pricing and open credits. It flags price drift, duplicates and missing credits. Each flag shows both documents. A person decides what to dispute, and drafted notes to the supplier go out only after review.
What's included
- 01
Price comparison
each invoice line checked against the quoted or contract price for that item.
- 02
Duplicate detection
invoices repeated by number, amount and date caught before they are paid.
- 03
Credit tracking
returns and promised credits listed, then matched against later invoices.
- 04
Price history
how each supplier's prices for common items have moved over time.
- 05
Flag list
each difference shown with both documents, ranked by amount for review.
- 06
Dispute drafts
a drafted note to the supplier for a person to review and send.
- 07
Supplier summary
a monthly view of each supplier's differences and how each was resolved.
- 08
Review step
a person decides every dispute, and staff can pause the audit.
How it works
- 01
Pricing review
The review collects the supplier price lists, quotes and credit terms and settles which suppliers to watch first.
- 02
Audit setup
The setup loads the pricing rules and connects the invoice inbox or accounting data.
- 03
Supervised test
The audit runs on past and current invoices while the buyer or bookkeeper checks every flag it raises.
- 04
Launch and support
The audit goes live on the client's sign-off, and monitoring, rule tuning and a monthly report on flagged items follow.
Industries
Industries served
Home Services & Trades
Calls, estimates, dispatch, paperwork and invoicing for roofing, HVAC, plumbing, electrical and field service companies.
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.
Property Management
Maintenance requests, rent collection and tenant communication for property managers.
Frequently asked questions
Where does the system find the agreed pricing?
From the quotes, price lists and contracts the business already holds, loaded during setup. Where pricing lives only in someone's memory, the setup helps write it down so the audit has something to compare against.
What if a flag turns out to be wrong?
A person marks it cleared with a reason, and the system records it. Cleared reasons are reviewed monthly, so rules that raise needless flags can be adjusted. A flag alone never sends anything to a supplier.
Does it contact the suppliers?
Only with approval. It drafts a dispute note with both documents attached, and a person on staff reviews it and sends it from the business's own email. Supplier relationships stay in the business's hands.