Documents arrive in different formats
Invoices, orders and receipts arrive through inboxes, portals and exports with inconsistent field names.
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› Finance operations solution
Reconcile invoices and supporting documents with reviewable evidence
The goal is not to let a model approve payments. It is to assemble the evidence, compare the records with deterministic rules and send only explainable exceptions to the responsible person. The final accounting or payment action stays within the permissions your company defines.
This page describes a solution pattern, not a completed client project or guaranteed result.
› Operational bottleneck
Where reconciliation consumes time
Small mismatches hide real exceptions
Tax, quantity, currency and reference differences require context before they can be accepted or escalated.
Review evidence is hard to reconstruct
The decision may be correct, but the fields, rule and reviewer behind it are not preserved together.
› Reference workflow
A document-to-decision flow
01 · Controlled ingestion
Accept approved file types and sources, scan metadata and assign a reconciliation record.
02 · Field extraction
Extract the agreed fields and record confidence so uncertain values remain visible.
03 · Deterministic matching
Compare invoice, purchase order and receipt using tolerances and rules owned by the business.
04 · Exception explanation
Group mismatches by reason and show the underlying values rather than an opaque pass/fail result.
05 · Human approval and export
A reviewer approves, rejects or requests clarification before data moves to the next system.
› Control boundary
Controls designed into the solution
- No autonomous payment approval in the reference design
- Rule-based matching separated from AI extraction
- Confidence thresholds and visible source fields
- Role-based review and immutable decision history
- Duplicate detection, retry safety and exception queues
› Measurement plan
What a real implementation can measure
- Average review time per document set
- Straight-through matches under approved rules
- Exception categories and correction frequency
- Duplicate or missing-document detection rate
› Fit checklist
Good first-project signals
- You reconcile the same document types repeatedly
- Matching rules and tolerances can be written down
- Representative redacted examples are available for testing
- Finance owns the final approval and exception policy
Questions before implementation
Does this replace accounting review?+
No. It reduces preparation and comparison work. Approval authority, accounting judgment and payment controls remain with the designated people and systems.
Can it handle PDFs and scans?+
Usually yes, but extraction quality depends on document consistency and image quality. Discovery uses representative samples to set confidence thresholds and fallback rules.
Can we test the logic without real invoices?+
Yes. The public reconciliation lab uses synthetic documents and demonstrates matching, exceptions and human approval without exposing business data.