While you deliver
Vendor Invoice Reconciler
Check a supplier's invoices against the hours their people logged and the rates the contract agreed, and see what to question before you approve payment.
Open the invoice lines, and if you have them, the timesheets and the rate card. They are read inside your browser; nothing is uploaded.
Invoice lines
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One row per line billed: the person, the hours, the rate and the amount, with the invoice number and the month the work was done. Several invoices can share one sheet; a total row is skipped.
Timesheets (optional)
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Hours logged by person, a row per day, week or month. Weekly rows are spread over their Monday to Friday.
Rate card (optional)
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The contract's rates by role or by person, with the dates each applies from and to if they change.
Small on one invoice, large over a year
A time-and-materials invoice rarely goes wrong by much. A consultant billed for a full month through a week of leave. A rate eight dollars above the card after an unannounced promotion. Last month’s line carried onto this month’s invoice. Each is easy to miss on a single approval, and together they add up to real money by the end of the contract.
What is checked
With the timesheets, the hours billed for each person in each month against the hours they logged. With the rate card, each rate against the one in force for that role or person in the month worked. With the contract dates, any work billed outside them. On the invoices alone, lines that appear twice and amounts that are not the hours times the rate. Each finding carries the amount in question, counted once, so the conversation with the supplier starts from a number.
When the purchase order runs out
With the purchase order value, the page carries the last three months’ average billing forward and gives the month the order is used up. If that comes before the contract ends, you have time to raise a change order before the supplier has to stop.
What this does not do
It does not approve or reject an invoice; that decision, and the conversation with the supplier, stay yours. It checks hours, rates and dates, not whether the work was done well or was in scope. Fixed-price milestones, expenses and taxes are outside what it reads. For the cost of a staffing plan by month, see the Labor Burn Forecast.