Steel statements matched to the right job number
We take one month of your supplier invoices and statements and match each line to its PO, receipt, and job. Read-only, on files you already have, no ERP connection.
Written for the Chief Financial Officer & Treasurer at Cundiff Steel Fabricators and Erectors, Inc.. Nobody at Cundiff Steel Fabricators and Erectors, Inc. asked us for this.
Our read of Cundiff Steel Fabricators and Erectors, Inc.
Cundiff fabricates and erects structural and miscellaneous steel out of a single Louisville site of nearly 34,000 square feet, engineer-to-order, on projects like Jewish Hospital and Waterfront Plaza. Engineer-to-order means every beam, plate, and angle purchase belongs to a specific job, so an invoice is not correct until it is on the right job number. Steel service centers tend to bundle many deliveries into one document, which is where line-level matching gets slow and where credits go missing.
- ✓ Engineer-to-order structural steel, per the dossier, so invoices must land on the right job, not just the right PO. That is job costing, not just payables.
- ✓ Nearly 34,000 sq ft of fabrication under one roof and named projects like Jewish Hospital and Waterfront Plaza, against a family-run back office with no parent company and no corporate shared services.
- ✓ They buy a lot of material. Beams, angles, plates, tube, plus consumables. High document volume from a small number of vendors is exactly the consolidated-statement shape our AP agent was built for.
- ✓ Founded 1994, still family-owned, currently hiring welders and fabricators. Volume grows before back-office headcount does.
Steel statement and job-code audit
Two to three weeks from the day the files land. No fee for the pilot.
Split every PDF and email into individual invoices, so a statement holding a dozen deliveries is treated as a dozen documents rather than one
Extract line items, delivery references, and any job or PO reference printed on the document
Match each line to its PO and receipt, and propose a job number for each line
Flag duplicates, price variances, quantity variances, and credits that appear on a statement but not in your ledger
Sit down with you for an hour and walk the exceptions one by one, with the reasoning shown for each
What we need from you
- ✓ One to three months of supplier invoices and monthly statements as PDFs or forwarded emails, mill and service center vendors first
- ✓ The matching POs and receiving or delivery tickets for that same period, in whatever form they exist, including scans
- ✓ A job list or job number scheme for that period so we can test the coding
- ✓ A CSV or PDF export of the AP transactions you already recorded for that period, for comparison only
What you get back
- ✓ A spreadsheet of every invoice line we found, with its PO, receipt, proposed job number, and match status
- ✓ An exceptions list: suspected duplicates, price and quantity variances, and missing credits, each with the source page cited
- ✓ A document count reconciliation showing how many invoices were inside the PDFs you sent versus how many a one-file-one-invoice process would have seen
- ✓ A one-page note on what we could not resolve and why
How you can tell it failed
We lose if, on the exception list, you tell us fewer than half the items are worth a phone call to a vendor or a correction in the ledger, or if our job-number proposals disagree with your own coding on more than a small handful of lines you then agree we got wrong.
We are small. Two people already know every vendor and every job, so there is nothing here to find.
Fair, and that knowledge is why the pilot is cheap for you. Send one month of files and we will tell you how many invoices were actually inside them. If the count matches what you recorded and the exception list is empty, you have a clean answer in three weeks and we go away. The pilot at the last shop was run by people who also knew their vendors well, and the 22 missing invoices were inside statements nobody had reason to doubt.
What we do not know about Cundiff Steel Fabricators and Erectors, Inc.
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.
- What system holds AP and job costing (QuickBooks, Sage, FabSuite, something else), and whether job costing lives in the same place.
- Roughly how many supplier invoices a month, and how many of those arrive as consolidated statements.
- Whether AP is handled internally or by an outside bookkeeper or accountant.
- Employee count and revenue. The SBE certification suggests they may be small enough that a pilot is the whole engagement.
- Whether receiving is documented on paper delivery tickets, in a system, or not consistently at all.
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.