AI-Assisted Invoice Reconciliation
Explore a finance workflow that compares invoice lines with contracts and order records, explains exceptions and prepares the next step for human review.
Bring invoice and supporting records together
Explain line-level differences and missing evidence
Keep disputes and payment decisions with finance
Illustrative workflow · An illustrative reconciliation animation using fictional invoices and supporting records. Finance retains approval of disputes, payments and messages. Open video · Read transcript
- Industry
- Transport & logistics
- Focus
- Finance operations
- Inputs
- Invoices, contract terms, orders and receipt records
- Teams
- Accounts payable, finance operations and logistics teams
The business situation
Where this fits
An invoice exception may require an analyst to find the agreed rate, confirm the order and locate proof that a service was delivered. Those records often sit with different teams, making the investigation slow and the explanation difficult to follow.
For finance teams whose invoice exceptions require repeated investigation across contracts, orders and delivery records.
- Analysts gather the same supporting records by hand.
- Exceptions are difficult to explain line by line.
- Vendor responses need several rounds of internal review.
The solution
How the solution helps
A supervised reconciliation workflow divides the investigation into focused checks. Invoice lines, contract terms and order evidence come together in a reviewable finding. Finance can inspect the source, resolve open questions and review a draft response before taking action.
Gather the right evidence
Identify the invoice line, applicable contract term and order or receipt records.
Compare and explain
Make the matching rule, difference or missing evidence visible.
Review the next step
Let finance resolve the exception and approve any response or financial action.
In practice
Investigate a handling charge with missing evidence
Follow a fictional invoice line from comparison to finance review.
An invoice, the applicable contract term, order data and supporting receipt records.
Locate the records
Bring the relevant invoice line and its supporting sources into the same check.
OutputA reviewable evidence set.
Explain the exception
Show the missing receipt and distinguish it from a confirmed billing error.
OutputA finding with its source and unresolved question.
Prepare the response
Finance reviews the evidence and decides whether to request information or pursue an approved next step.
OutputA human-reviewed response; financial actions stay authorised.
How it works
How the workflow comes together
Bounded checks
Give each check a clear task and the source information it needs.
Combined findings
Bring source references, matching results and unresolved questions into one explanation.
Finance decisions
Connect the finding to the organisation’s review and approval process.
- Specialised evidence checks
- Supervisor coordination
- Line-level comparison
- Finance review and approval
Customer value
What this means for your team
Exceptions with an explanation
A structured review joins the billed line to the relevant terms and supporting records, so finance can see why attention is needed.
Less repeated source gathering
Help analysts focus on the exception itself and prepare clearer requests for information or reviewed vendor responses.
Review and control
Keep people in control
- Confirm source identities and the applicable contract version.
- Use checked calculations and matching rules for financial decisions.
- Require approval for disputes, payment changes and vendor messages.
Get started
Start with your use case
Start with one recurring exception, such as a rate mismatch or missing receipt.
Useful starting information
- One invoice family and matching policy
- Anonymised invoices, contracts and order samples
- Finance and source-system owners
Success measures to track
- Source-matching accuracy
- Time spent explaining an exception
- Reviewer acceptance and unresolved evidence gaps
Fit with your existing systems
Agree the invoice, contract and order sources and the approval process for any downstream financial action.
Your next conversation
Which invoice exception creates the most cross-team investigation?
Tell us how your team works today. We’ll explore the information, integrations and review process that fit your use case.
Discuss this use case