Steel statements matched to job POs, automatically
We would take 90 days of your steel and consumables invoices plus your PO and receipt exports and match them line by line offline. You get a written variance list showing duplicates, price differences, and missing credits.
Written for the General Manager at Jewell Engineering & Manufacturing Co., Inc.. Nobody at Jewell Engineering & Manufacturing Co., Inc. asked us for this.
Our read of Jewell Engineering & Manufacturing Co., Inc.
Jewell has been doing custom metal fabrication out of Jeffersontown since 1965: racks, conveyors, foundations, and miscellaneous steel, with laser cutting, machining, plasma burning, forming, welding, and industrial painting in house. It is engineer-to-order, so purchasing is per job rather than to a standing bill of material. That means a lot of material buying tied to individual job POs, and an AP desk that has to attach each supplier line to the right job.
- ✓ Engineer-to-order fabrication with heavy material buying, per the dossier, means purchase orders are created per job rather than per standing part, which is the hardest matching case and the one we built for.
- ✓ Active production and assembly job postings in Louisville with no visible AP or back-office hiring. If invoice volume follows production, the AP desk absorbs it.
- ✓ Family-owned, independently operated, no parent company. Decisions on AP get made in Jeffersontown, so a pilot does not need corporate sign-off.
- ✓ You already have an AP clerk on staff, so there is a real person with real invoices and no need to build anything before we start.
Consolidated statement audit
Two to three weeks from the day the files land.. No fee for the pilot.
Read every PDF and split consolidated statements into the individual invoices and delivery lines inside them, which is the failure mode most pipelines skip
Match each line to its PO and receipt against your exported records, including lines that span several job POs on one statement
Flag duplicates, price variances, quantity variances, and credits that were promised but never applied
Hand-check every flag ourselves before you see it, so you are reviewing findings and not noise
Sit down with you for an hour and walk the list item by item
What we need from you
- ✓ 90 days of supplier invoices as they arrived: PDFs, scans, or forwarded emails, especially anything from steel distributors and welding consumable suppliers
- ✓ A flat export of the matching POs and receipts from whatever system you run, CSV or Excel is fine
- ✓ Twenty minutes with Haley or whoever keys the invoices, to hear how a bundled statement gets split today
What you get back
- ✓ A spreadsheet of every flagged line: supplier, invoice, PO, what the discrepancy is, and the reasoning behind the flag
- ✓ A short written note on which suppliers send bundled statements and how many invoices are actually hidden inside each
- ✓ An honest read on whether your PO and receipt data is complete enough for automated matching, including if the answer is no
How you can tell it failed
If Chip and Haley look at our flagged list and agree that not one line is worth chasing or worth a process change, the pilot failed and we say so and stop.
Haley already handles this and we haven't had a problem. We're too small for software like this.
Fair. We are not asking you to buy anything or change how she works. Send us the last 90 days of invoices and your PO export and we will run the match ourselves, off to the side, with no access to your system. If we come back with nothing worth chasing, you have lost the twenty minutes it took to zip up the files. On our last pilot the thing nobody had caught was 22 invoices bundled inside statements the pipeline had treated as one document each, worth $28.7k.
What we do not know about Jewell Engineering & Manufacturing Co., 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 they run for POs and job costing. The dossier says the ERP is not named publicly. If POs and receipts are not recorded with line detail, there is nothing to match against and we should say so early.
- Revenue and headcount. Both listed as unknown, and the dossier calls the recorded headcount of 6 implausible.
- Whether AP is one person in house or shared with an outside bookkeeper or accountant.
- Whether their steel distributors actually send consolidated monthly statements or one invoice per delivery. This is the whole premise and we have not confirmed it.
- Whether invoices arrive as email attachments, paper, or a supplier portal, which changes how quickly we can get 90 days of files.
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.