Is this a good fit?
Finance teams repeatedly prepare invoices, purchase orders and expense documents, with reference records and defined review responsibilities.
When to improve the process first
If approval authority or the authoritative accounting record is unclear, define it first.
Recurring work this can handle
- Organize references, dates, quantities and amounts
- Match purchase records; flag duplicates and differences
- Collect missing documents and pending approvals
What design starts with
Sanitized documents and matching reference records, field definitions, and people responsible for discrepancy review and approval.
Confirm access and review for your project.
These are workflows we can design. Sources, connections, fields, permissions and human review are agreed before implementation and acceptance. They are not a list of ready-made connectors.
Not sure this fits your business?
Steps from source material to result
| Item | Purchase order | Invoice |
|---|---|---|
| Model | X20 | X20 |
| Quantity | 1,000 | 1,020 |
Keep source documents and the discrepancy. No automatic payment.
- 01
Receive an invoice, purchase order or expense document
- 02
Extract fields and mark their source locations
- 03
Match references; list missing fields and differences
- 04
Finance staff review the result before the agreed approval steps
Inputs your team provides
- Sanitized invoices, purchase orders, expenses and reference records
- Field definitions, duplicate rules and approval rights
Outputs your team can inspect
- Field records and comparison results linked to source documents
- Discrepancy lists, missing material and pending approvals
Where judgment stays human
Conflicting quantities or amounts, duplicate references and unreadable scans remain unresolved. Authorized staff handle accounting judgments, entries, tax treatment and payments.
How to judge whether it works
Check each extracted field, duplicate detection and missed differences. Include the full effort of finance review, corrections and approvals.
A quantity mismatch: prepare the discrepancy list.
Workflow illustration · Fictional data
- What starts it
- Fictional example: an invoice and its purchase order enter an approved folder with different quantities.
- The intended path
- Extract invoice and purchase references, quantities and amounts. Match the reference and put original documents, source locations and differences in one comparison record for approval preparation.
- When it needs a person
- Duplicate invoice numbers, unreadable amounts or missing purchase orders remain unresolved. Finance staff decide how to handle differences; this example approves no accounting entry or payment.
- How to check it
- Check labeled samples field by field, including quantity mismatches, duplicates and missing reference documents. Count missed differences and the full review time.
Questions, answered
Practical questions before committing to a project.
Can the workflow make payments?
Payment execution is not part of this starting workflow. Approval and execution rights must be explicitly defined in any separate project scope.
Is this accounting or tax advice?
No. The workflow organizes information for qualified staff. Accounting treatment, tax judgments and final approval remain with the responsible people.