AI invoice checking is a scheduled task where an assistant reads last week’s supplier invoices, compares each line with your supplier agreements and price lists, and flags what doesn’t match: duplicates, prices above the agreed rate, missing references, unexpected suppliers. It runs on Monday at 07:00 and sends a short list. It does not post anything to your ledger and it does not pay anyone. A person looks at the list.
What it needs to work from
| Source | Format | Where it usually lives |
|---|---|---|
| Last week’s supplier invoices | PDF, or a CSV or Excel export | A Google Drive or SharePoint folder, or an export from the accounting system |
| Supplier agreements | A contracts folder | |
| Price lists | PDF, Excel | Same folder, or attached to the agreement |
| Approved supplier list | A short document or sheet | – |
In Nrth OS the assistant is given the folders once, they stay synced, and the task is written in one sentence: «Go through last week’s supplier invoices and flag anything that doesn’t match our agreements.»
What it catches
- Duplicates. Same supplier, same amount, same or similar invoice number, within a few weeks.
- Price drift. A unit price above what the agreement says, or an hourly rate that moved without a new agreement.
- Missing references. No PO number or project reference where your agreement requires one.
- Unknown suppliers. An invoice from someone not on the approved list. Sometimes legitimate, sometimes fraud.
- Terms. Payment terms shorter than agreed, or fees that weren’t in the agreement.
What it doesn’t catch
It does not know whether the goods arrived or the work was done. It does not know about verbal agreements. It can misread a scanned invoice, which is why the result shows its sources and a person decides. Treat it as a very diligent first reader, not as approval.
What the result looks like
Example, not a live result
Invoice check · week [n]. [n] invoices checked against your supplier agreements. Two need a look: a possible duplicate from [Supplier A], and a price above the agreed rate from [Supplier B]. The rest match. Details and sources are attached.
How it gets better
Every result has Good/Bad feedback. On Bad you pick what was wrong from a short list and add a line of text. Feedback like «used the wrong files» can be written to the assistant’s memory, and you can read every line it writes. When a task works, turn it into a skill with one click. With several assistants, the quotes assistant can reuse the same check.
What it costs
Nrth OS shows an estimate before every task, warns at 80% of your credits and stops at the limit, so a bad week cannot become a bad invoice from us. Pricing is on the pricing page.