For controllers of physical-inventory businesses
Verified supplier bills. Fewer manual touches. Control stays with you.
We process invoice packets, compare available purchase-order and receiving records, hold discrepancies for review, and deliver QuickBooks draft bills for your approval.
Signal your interest
Interested in this service?
No payment initiation. No forced platform migration. Human review where the ledger needs judgment.
Documents received
Source verifiedSupplier invoice
INV-48122 · Atlantic Coast Seafood · 12 Mar
Purchase order
PO-9043 · issued 06 Mar
Receiving record
RC-2217 · received 11 Mar
Documents arrive by email or secure folder. Nothing is posted at intake.
The operating problem
The invoice is not the hard part. The handoff is.
Supplier invoices rarely arrive in a format that fits the ledger. Quantities, prices, units, receiving records, credits, freight, and duplicates create manual work and late surprises.
Supplier PDF
Inbox
AP rekeying
Receiving lookup
Variance chase
Approval
Ledger
| Quantity or catch-weight mismatch | Overbilling or delayed approval |
|---|---|
| Duplicate invoice | Duplicate-payment risk |
| Missing receiving record | Invoice held or manually investigated |
| Manual rekeying | Staff time consumed and entry errors introduced |
Your pilot report uses your own invoice volume, documents, and approval rules, not industry averages.
Controlled workflow
Automate the repeatable work. Escalate the consequential work.
Secure intake
You forward approved supplier documents or drop them in a designated folder.
Evidence shown
Sender, timestamp, document type
Customer effort: low
Field extraction
Vendors, invoice numbers, dates, item codes, quantities, prices, taxes, freight, and totals are read into a structured record.
Evidence shown
Invoice number, vendor, item, quantity, price
Customer effort: none
Three-way matching
Invoices are compared with purchase orders and receiving records using your agreed tolerance rules.
Evidence shown
PO, receiving, invoice comparison
Customer effort: none
Exception review
Missing documents, suspected duplicates, low-confidence fields, and variances go to a human review queue with a named owner.
Evidence shown
Reason, variance, owner, deadline
Customer effort: review
Draft-bill output
A verified draft bill is created in QuickBooks for your approval. Payment stays under your control.
Evidence shown
Accounting ID, approval state, audit link
Customer effort: approval
Exception ledger: illustrative
The safest transaction is the one that knows when to stop.
Review required · quantity variance
Invoice says 500 lb. Receiving record says 460 lb. The transaction is held, the evidence is shown, and it is routed for review.
- Supplier
- Atlantic Coast Seafood
- Invoice number
- INV-48122
- Date received
- 12 Mar
- PO number
- PO-9043
- Receiving reference
- RC-2217
- Variance category
- Quantity / catch weight
- Amount at risk
- $336.00
- Owner
- AP reviewer
- Response target
- 2 hours
Evidence trail
Source document
Supplier invoice PDF received 12 Mar, 08:42
Extraction
Quantity field read at high confidence
Match
PO quantity 500 lb; receiving quantity 460 lb
Rule applied
Quantity tolerance 2%, exceeded at 8.0%
Action
Held. No posting, no payment initiated.
Illustrative example. Values are not from a customer transaction.
The 14-day verified AP pilot
Start with a 14-day operating test, not a platform migration.
| Included | Not included |
|---|---|
| Up to an agreed number of invoice packets | Payment initiation |
| Supplier invoice, PO, and receiving-document review | Full ERP migration |
| Exception and duplicate review | Unlimited custom workflow development |
| QuickBooks draft-bill output where supported | Unbounded bookkeeping services |
| Pilot results report | Perfection or undefined accuracy guarantees |
Pilot scope and price are confirmed after a workflow-fit review, because document complexity and human-review requirements materially affect delivery.
Pilot intake tracker · this 7-day window
2 of 5 open3 pilot slots committed, 2 open for bookings made in the next 7 days.
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Days
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Hours
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Minutes
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Booking confirms instantly and adds the 15-minute review to your Google Calendar.
Contract boundary
- One entity
- One QuickBooks workflow
- Up to an agreed invoice-packet volume
- Defined suppliers and document types
- Customer approval remains required
- Payment initiation excluded
- Results report delivered at the end
We onboard a small number of new operations each month so implementation and exception review receive direct human attention.
Pilot scorecard: metric definitions
We publish definitions now, and your numbers after the pilot.
Design-partner pilot: we are working with a small number of physical-inventory businesses to measure manual touches, exception rates, duplicate detection, and time to approved draft bill. No customer results are published without permission, sample size, and period.
Low-touch processing rate
Share of packets requiring no manual correction beyond approval
Example metric definition
Exception rate
Share held for mismatch, missing data, duplicate, or low confidence
Example metric definition
Exception turnaround
Time from hold to reviewer disposition
Example metric definition
Draft-bill turnaround
Time from source receipt to approval-ready output
Example metric definition
Duplicate invoices held
Suspected duplicates stopped before approval
Example metric definition
Customer approval time
Time from draft-ready to customer decision
Example metric definition
Controls and accountability
Your ledger remains yours.
Automation where confidence is high. Human review where the ledger needs judgment.
- No transaction is posted when required documents are missing.
- Variances are measured against agreed customer tolerances.
- Suspected duplicates are held rather than silently passed through.
- Customer approval remains required before posting or payment.
- Every transaction retains an audit trail of source documents, extracted fields, matching results, and reviewer actions.
- Customer documents are not used for model training without written permission.
- Access, retention, and deletion policies are defined during onboarding.
We claim encryption, access control, retention, and compliance certifications only after they are implemented and verified.
Who it is for
For US food, beverage, seafood, produce, and physical-product businesses with a lean accounting team.
Qualification signals
- QuickBooks Online is already part of the workflow.
- Supplier invoices arrive by email, scan, PDF, or image.
- Purchase orders or receiving records exist for a meaningful subset of purchases.
- Manual entry or reconciliation creates a recurring backlog.
- You can define approval and variance rules.
Not a fit yet
This pilot is not designed for businesses that need payment execution, a full ERP replacement, or bespoke accounting across many unrelated entities.
Questions finance buyers ask
Answers before the first call.
Will you post bills or pay vendors automatically?Open
No. The initial pilot creates controlled draft output. Customer approval remains required before posting or payment.
What happens when the invoice does not match the receiving record?Open
The transaction is held with the mismatch and supporting documents visible for human review.
Do we need to replace QuickBooks?Open
No. The service is designed to work with the existing workflow where the supported integration and permissions are available.
How do you handle unfamiliar supplier formats?Open
The service classifies the document, uses human review when confidence is low, and records supplier-specific patterns for future processing.
What access do you need?Open
Access is defined during onboarding and limited to the minimum required for the agreed workflow.
Do you train models on our documents?Open
Only if you explicitly permit it in writing. Retention and deletion policies are agreed during onboarding.
What about partial deliveries, credits, or variable-weight products?Open
These cases are handled according to agreed tolerance and exception rules, and are included in the pilot scope rather than treated as invisible edge cases.
How does three-way matching work?Open
Three-way matching compares a supplier invoice with the purchase order and receiving record to identify quantity, price, unit, and fulfillment discrepancies before approval.
Workflow-fit review
See if your invoice workflow fits a controlled pilot.
In 15 minutes, determine whether your invoice volume, document mix, and approval rules fit a controlled pilot.