Automated Invoice Reviewer

Purpose

Streamline and strengthen invoice validation by automatically verifying charges against contractual and operational evidence, identifying exceptions early, and supporting faster, more accurate payment decisions.

Primary users

Finance / Accounts Payable, Project Controls, Contract Specialists, and project administrators responsible for invoice review and approval support.

Where it fits (process/stage/trigger)

Triggered when a vendor invoice is received (or prior to payment run). Runs as a pre-approval control to validate compliance and completeness before routing for approval.

Key capabilities / workflow

• Reviews vendor invoices against contract terms, rate sheets, purchase orders, progress reports, timesheets, and deliverable milestones
• Detects discrepancies, missing supporting documents, calculation errors, and non-compliant charges
• Automatically requests corrections or missing documentation from the vendor when gaps are found
• Produces a clear variance summary, flags potential overbilling, and drafts an initial approval recommendation for reviewers

Inputs

• Vendor invoice (PDF/scan/structured data)
• Contract terms and amendments
• Rate sheets / pricing schedules
• Purchase orders and change orders
• Progress reports, timesheets, and milestone/deliverable acceptance evidence
• Any invoice backup documentation (receipts, logs, substantiation files)

Outputs / Deliverables

• Invoice validation results (pass/fail checks by category)
• Variance summary (what differs, by how much, and why it matters)
• Overbilling risk flags and non-compliance flags
• Missing/incorrect documentation request package to vendor
• Initial approval recommendation (approve / approve with adjustments / reject / hold pending info)

Value

• Reduces manual review time and rework through automated checks and structured exception handling
• Improves payment accuracy and audit readiness with consistent validation logic
• Catches overbilling, rate misuse, unsupported charges, and math errors earlier in the cycle