A supplier invoice arrives naming a site, an address, a purchase order or nothing useful at all. Somebody has to work out which job it belongs to, which cost code it sits under, and whether it should be paid.
Why address matching is harder than it sounds
- Jobs are often street addresses, and suppliers write addresses however they like.
- The same site appears as a lot number, a street, a stage or a nickname.
- One invoice can cover several jobs and needs splitting, not guessing.
- The person who knows which job is which is the bottleneck.
What the system does
It reads the invoice itself, resolves the supplier against your creditor list and the work against your job register, applies your cost coding, and produces the file your accounting system expects. Where something is ambiguous it is held with the reason shown, rather than coded on a guess.
A person approves every payment. That step is not optional and it is not automated away.
Why we can be specific about this one
This is running in production, not described from a whiteboard. It was built against real supplier invoices, real creditor lists and real job registers, and hardened on the cases that break a normal process, including a supplier changing bank details mid-queue.
Where this fits
Anywhere work is costed against jobs: construction, trades and contracting, facilities management. See also accounts and accounts payable.
Common questions
Does it work with our accounting system?
It produces the file your system expects and posts the finished transaction into it. Your accounting platform stays your statutory ledger.
What happens when it cannot tell which job an invoice belongs to?
It holds the invoice and shows why, so a person answers one question instead of doing the whole coding job.
Do we have to change how our jobs are set up?
No. It is built against your job register as it exists, including the naming your team actually uses.
Where to next
Tell us what the work looks like now and we will tell you plainly what can be built and what cannot. Start a brief, or see how we work.