Every supplier invoice matched to its job and PO
We read a few months of your supplier invoice PDFs and match them line by line against your PO and receipt exports. You get a discrepancy list and a short report, with no software to install and no ERP access.
Written for the Purchasing Manager at Overton Industries. Nobody at Overton Industries asked us for this.
Our read of Overton Industries
Overton has built tube forming machines, tube form tooling, mill rolls, precision dies, carbide tooling, gages and fixtures since 1968, and also runs high-speed production stampings. That is two buying patterns in one company: project-based buys for engineer-to-order machine builds, and repeating material buys for stamping. Both land on the same AP desk, and IATF 16949:2016 means every one of them has to trace back to the right job and PO.
- ✓ Engineer-to-order is yes in the dossier, alongside high-speed production stampings. Job-based PO matching and repeat material buys are different problems on the same desk, and our pipeline handles both.
- ✓ IATF 16949:2016 and ISO 9001:2015 mean the invoice-to-job trail has to hold up under audit. Our output shows its reasoning per line, so a reviewer can see why a match was made.
- ✓ 59 employees across two facilities, Mooresville and Franklin, with active hiring and an open Business Development Manager role. Growth is on the order side, not the AP side.
- ✓ They already saved 1,000+ hours with KnowledgeSync on their ERP, so automation is not a new argument here.
Consolidated statement and job-PO audit
Two to three weeks from the day the files land. No fee for the pilot.
Split the PDFs into individual invoices, including statements that carry many invoices in one file. This is where naive pipelines drop documents.
Extract header and line detail from each invoice: vendor, invoice number, PO reference, job reference, part, quantity, unit price, freight, tax.
Match line by line against your PO and receipt exports, offline, on a copy of the data.
Flag duplicates, price variances, quantity variances, unmatched lines and missing credits, with the reasoning shown for each one.
Sit down with you for an hour and walk the flagged items so your AP person can confirm or reject each call.
What we need from you
- ✓ Three to six months of supplier invoice PDFs, exactly as they arrive, including the multi-page distributor statements
- ✓ A flat export of the matching POs with line detail (CSV or Excel is fine)
- ✓ A flat export of receipts or packing slip records for the same period
- ✓ A list of 20 to 25 invoices you already closed, so we have a known answer to check ourselves against
What you get back
- ✓ A spreadsheet of every invoice line with its match status and, where it failed, the reason
- ✓ A named list of duplicates, price and quantity variances, and credits we think are owed to you
- ✓ A count of invoices found inside consolidated statements versus PDF files received, so you can see whether anything is slipping through today
- ✓ A two-page note on what would be needed to run this continuously against your ERP, once you tell us which ERP it is
How you can tell it failed
You hand us 20 to 25 invoices you have already closed; if we cannot reproduce your own matching on them and give a clear reason for every disagreement, the pilot failed and we walk away.
We are 59 people. Our AP person knows every vendor by name. This is not a problem we have.
Fair, and the pilot is built to prove you right or wrong on your own paper. The failure we see most often is not a person missing a variance, it is a multi-invoice distributor statement counted as one invoice. On our last pilot that pattern hid 22 invoices worth $28.7k. If our audit comes back clean against the invoices you have already closed, you have a documented answer for your next IATF audit and you have paid nothing.
What we do not know about Overton Industries
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 MRP they run. Not named publicly. This drives feasibility and price after the pilot, though the pilot itself needs no access to it.
- Revenue. Not published. At 59 employees this may be small enough that ongoing spend is hard to justify.
- Supplier invoice volume per month, and how it splits between the machine and tooling side and the stamping side.
- Whether AP is run in-house at Mooresville or by an outside bookkeeper or accounting firm.
- Who actually owns AP. The contact list is five purchasing managers and no controller or owner. The dossier lists Louisville as city but the HQ address as Mooresville, Indiana, so we should confirm which site does the work.
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.