Finance
Match vendor invoices to purchase orders before payment.
Agents collect invoices from vendor portals and compare each line with its purchase order. Differences arrive with both records for your controller to review. You decide which payments and refunds need approval.
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Monthly vendor check
Starts: On a schedule, the 1st of each month
- Log in to portals, an agent
- Pull invoices, an agent
- Match to POs, an agent
- Exceptions, waits for you
- Record matches, an agent
Waiting for you
Pay, hold or dispute?
The controller checks whether the difference reflects an agreed change or a charge to dispute.
- An agent
- A teammate
- Someone outside
- Waits for you
Invoice checks span portals and purchase orders.
An invoice check needs the vendor’s bill and your purchase order. For subscriptions, it may also need the seat report and renewal terms. Those records can be in different systems.
The example below includes vendors whose invoices sit behind a portal login, with no API. Agents collect the records and flag differences for the finance lead.
Film · Vendor check
Watch a monthly vendor invoice check.
In this example, agents collect invoices from portals with no API and compare them with purchase orders. The finance lead reviews a price difference, then asks for a spend dashboard to preview before sharing it with the owners.
Five finance procedures to start from.
These examples include a review step. Calls through payment connections also require approval unless a person changes that setting.
An integration agent builds connections to the systems your team uses from their API docs. How connections are set up
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- Log in to portals, an agent
- Pull invoices, an agent
- Match to POs, an agent
- Exceptions, waits for you
- Record matches, an agent
Agent work
Collect invoices and seat reports from vendor portals, compare invoice lines with NetSuite purchase orders, and flag price differences or unused seats for review.
Waits for you
Pay, hold or dispute? The controller checks whether the difference reflects an agreed change or a charge to dispute.
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- Customer asks, someone outside
- Find the payment, an agent
- Check the policy, an agent
- Refund, waits for you
- Reply, an agent
Agent work
Find the customer and the payment in Stripe, check the request against your refund policy, and draft the reply.
Waits for you
Refund this payment? Check the payment and refund policy before issuing the refund. The Stripe call requires approval unless a person changes its setting.
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- Read statement, an agent
- Match the ledger, an agent
- List the gaps, an agent
- Unmatched lines, waits for you
Agent work
Read the attached bank statement, compare its lines with transactions and payments in Xero, and list unmatched entries with possible matches beside them.
Waits for you
What is this line? The controller investigates unmatched lines before adjusting the ledger.
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- Client signs, someone outside
- Customer details, an agent
- Draft subscription, an agent
- Start billing, waits for you
Agent work
Read the signed proposal and prepare the Chargebee customer and subscription details using the agreed fee and start date.
Waits for you
Start this subscription? Check the fee and start date against the signed proposal before billing begins.
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- Spend by vendor, an agent
- Unused seats, an agent
- Renewals, an agent
- Preview, waits for you
- Share, an agent
Agent work
Combine NetSuite vendor bills with the vendor check’s seat reports and renewal dates. Build a dashboard of spend by vendor, unused seats and upcoming renewals.
Waits for you
Share this with the owners? Review the totals and renewal dates before sharing the dashboard. This is the preview requested in the film.
What arrives for finance review.
- Invoice comparisons
- Line-by-line checks against purchase orders, including price and seat-count differences.
- Invoices from vendor portals
- The film includes a login-based check for vendors with no API.
- The records behind a mismatch
- The invoice line and purchase order arrive together for review.
- A record of every call
- Each refund, charge and lookup is kept with the run that made it.
You choose where work waits for a person.
Refunds, new charges and cancellations go through connection calls that require approval by default. Only a person can allow a call to run without review.
How approvals and tool limits work- Automatic learning
- Every edit or correction to agent work becomes a lesson automatically. Agents use relevant lessons on future jobs, with no separate training task.
- Your data and procedures
- Your business keeps its data, procedures and the knowledge built from corrections. The details of how your team works stay in your workspace.
- Choose review steps
- Add, remove or move a review step. You can try the draft on past jobs before publishing the change.
- Calls ask first
- Every call through a connection waits for a person until someone decides it can run on its own. No agent can make that decision.
- Keys stay sealed
- An agent knows a connection only by its name. The key is added on the server as each call goes out.
- Run records
- Each run keeps its steps, calls and answers. A hash-chained record makes changes to recorded events detectable.