Find the supplier invoices your AP queue dropped
We would take 60 to 90 days of your existing supplier invoice PDFs and your PO and receiving exports, and match them line by line outside your ERP. You get a written exception list: duplicates, price and quantity variances, missing credits, and invoices buried inside multi-delivery statements.
Written for the President / Operations Manager at AMC Manufacturing Co.. Nobody at AMC Manufacturing Co. asked us for this.
Our read of AMC Manufacturing Co.
AMC stamps custom metal parts and adds welding, deburring, kitting, and assembly, selling into appliance, defense, lawn and garden, furniture, electrical, and transportation. That mix means a lot of purchased material moving through the door in different gauges and alloys, and a lot of paper behind it. ISO 9001 means the receiving and PO trail already exists in a form we can read, which is most of what a matching test needs.
- ✓ You have a Cost Accountant opening at $70K to $90K and an Accounts Payable Clerk opening at the same time. Two back-office reqs open together usually means the current AP volume is past what the current desk can hold.
- ✓ You are ESOP-owned. A duplicate payment or a missed credit comes out of employee-owner equity, and so does a headcount added to keep up with paper.
- ✓ You buy a lot of material and run stamping plus welding, deburring, kitting, and assembly, so invoices arrive against POs and receipts that have to reconcile at the line, not the total.
- ✓ We already fixed the exact failure this creates. On a pilot, our consolidated-vendor handling recovered 22 invoices worth $28.7k that a naive one-PDF-one-invoice pipeline had silently dropped.
Consolidated statement audit
Two to three weeks from the day the files land.. No fee for the pilot.
Split every PDF into the real invoices inside it, including statements that bundle several delivery tickets or POs onto one page.
Match each invoice line to its PO line and its receipt line, on part, quantity, and price.
Flag duplicates, price and quantity variances, unit-of-measure mismatches, and credits that were promised and never applied.
Show the reasoning behind every flag so your accounting people can check our work instead of trusting it.
Walk you through the findings in a 45-minute review with the AP owner in the room.
What we need from you
- ✓ 60 to 90 days of supplier invoices as PDFs, or a forwarded mailbox folder. Whatever your AP clerk actually works from.
- ✓ A PO export and a receiving export covering the same dates, CSV or Excel, straight out of your ERP.
- ✓ A list of your top ten material suppliers so we know which ones bundle deliveries onto one document.
What you get back
- ✓ A line-level match report for the period you send, in a spreadsheet you keep.
- ✓ An exception list ranked by dollars, each row with the source document and our reasoning.
- ✓ A split report showing which suppliers send bundled statements and how many separate invoices were hiding inside them.
- ✓ A one-page summary for you: what we found, what it would take to run this every week, and what it would not fix.
How you can tell it failed
If we find zero duplicates, zero price or quantity variances, zero unapplied credits, and zero invoices hidden inside bundled statements across the files you send, the audit failed and you owe us nothing and hear from us no further.
We are already hiring for this. Once the AP clerk and the cost accountant start, we are covered.
Hire them. This is not a replacement for either seat. The audit runs on files you already have, needs no access to your ERP, and takes two to three weeks, so a new clerk walks into a clean exception list instead of building one from scratch. If we find nothing, you have a written second opinion on your AP for free and you have lost nothing but the export.
What we do not know about AMC Manufacturing Co.
We built this from public sources. These are the things we would have to ask you, and they are the ones that decide whether any of it is worth your time.
- Which ERP or accounting package AP actually runs in. Not named publicly. This drives whether the exports come out clean.
- Whether an AP automation tool is already in place, such as AvidXchange or Stampli, and what it does and does not catch.
- Headcount and revenue. The dossier lists neither, and the listed headcount of 4 is not credible for an operating plant.
- Whether your metal suppliers send one invoice per delivery or one statement covering several. The press count and JIT/Kanban replenishment pattern behind our thesis are our inference, not something we read on your site.
- Who owns AP day to day, and whether that seat is currently filled.
Tell us where this is wrong.
We are in Louisville and we would rather be corrected in person. If the read is off, the twenty minutes still cost you less than reading this page twice.