Find the invoices hiding inside vendor statements
We would run a folder of your recent supplier invoices and POs through our matching agent, offline, on copies. You get a line-by-line match report showing duplicates, price and quantity variances, and any invoice buried inside a consolidated statement.
Written for the Controller at Process Machinery Inc.. Nobody at Process Machinery Inc. asked us for this.
Our read of Process Machinery Inc.
PMI builds mineral processing equipment, conveyor trusses, screen towers and heavy steel fabrications to order, and also distributes aggregate processing equipment and OEM parts. That means two very different purchase streams hitting one AP desk: job-costed steel and consumables for engineer-to-order work, plus parts orders across a dealer catalog. Engineer-to-order jobs tend to generate several POs against the same supplier, which is exactly where line-level matching gets hard by hand.
- ✓ The $11.5 million Shelbyville expansion broke ground in October 2025 and runs through the end of 2026. A capital project that size means more supplier invoices arriving for over a year.
- ✓ You are hiring a Staff Accountant and a Purchasing Assistant at the same time. Worth knowing what the document work actually looks like before the new people inherit it.
- ✓ Custom fabrication plus OEM parts distribution means two purchase streams in one back office. That mix is where our line-level matching earns its keep.
- ✓ Engineer-to-order work spreads one job across several POs to the same supplier. Naive invoice matching gets that wrong, and we built for it.
Consolidated statement and multi-PO match audit
Two to three weeks from the day the files land. No fee for the pilot.
Sign an NDA and take copies of the files. No access to your ERP, no write access, no integration work.
Split consolidated statements into their individual invoices so nothing gets counted as one document when it is twenty.
Match every invoice line to its PO line and receipt line, and group multiple POs that belong to the same job or supplier.
Flag duplicates, price variances, quantity variances and missing credits, with the reasoning shown for each flag.
Walk the exceptions with you line by line so you can confirm or reject each one.
What we need from you
- ✓ One to three months of supplier invoice PDFs, including any consolidated monthly statements from OEM partners, as an export or a zip
- ✓ A CSV or PDF export of the matching purchase orders and receipts for that same period
- ✓ Fifteen minutes with whoever does the matching today, to see how they work
What you get back
- ✓ A match report over your real period: matched, variance, duplicate, unmatched, with reasoning per line
- ✓ An exception list you can act on, ranked by dollar value
- ✓ A short written note on which of your document patterns automate cleanly and which do not, including anything we could not read
How you can tell it failed
If you look at our exception list and say every flag is either something you already caught or not a real issue, we lost and we say so.
We already match invoices to POs in our system, and our people know the vendors better than software will.
Agreed, and the POC does not replace them. Give us the last quarter of files and we will run them beside what your team already did. If we find nothing they missed, you have a clean audit and it cost you a zip file. On our pilot the gap was not in judgment, it was in consolidated statements where twenty invoices arrived as one PDF and nineteen never got counted.
What we do not know about Process Machinery 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 ERP or accounting system runs AP, and whether it supports PO-based purchasing with receipt matching.
- Whether the dealer/distribution side runs AP through the same system as fabrication, or through a separate dealer management system.
- Whether OEM partners send consolidated monthly statements as multi-invoice PDFs or one invoice per order.
- Monthly supplier invoice volume, and how many people touch AP in Shelbyville today.
- Who signs off on software spend: the Controller, the EVP, or the President.
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.