Start with draft creation
Supplier invoices arrive with inconsistent layouts, repeated document numbers and references that may not match internal identifiers. The first useful outcome is a draft bill associated with the right company, supplier and source document. That bounded action can reduce re-entry while preserving the organization’s approval and payment processes.
The workflow design connects candidate field extraction with supplier resolution against authorized master data and amount checks using explicit currency and rounding rules. Where purchase-order matching is required, comparisons need the relevant lines and receipts. Missing references or conflicting quantities should enter an exception path, not be silently filled with plausible values.
Design around ordinary exceptions
Rules vary by organization and document type. A credit note, freight-only invoice and purchase-order-backed invoice should not share an undifferentiated acceptance rule. The contract needs to state which documents are in scope, which comparisons are mandatory and who owns the exceptions. Outcomatic does not infer accounting policy from a sample document.
| Invoice condition | Required handling |
|---|---|
| Same supplier and invoice number already present | Review the existing business record before creating another |
| Partial receipt or split delivery | Compare at line and receipt level under the agreed policy |
| Unrecognized supplier or company | Request an explicit mapping decision |
| Tax or total disagreement | Surface the differing amounts and rule used |
| Write acknowledgment missing | Reconcile the operation before attempting another write |
Make a pilot observable
Select a representative set containing both straightforward invoices and known exceptions. Compare the checked candidate with the source and, for authorized write tests, the persisted draft. Record operator corrections by field and cause. This distinguishes extraction errors from master-data issues, policy disagreements and destination mapping defects.
Completion evidence should include the draft identifier, observed status, amount reconciliation and the source reference used for duplicate detection. It should never imply that a draft has been approved, posted or paid. Those are separate actions with different permissions and controls.
Use the demo to explore the decision flow with synthetic data. For an operational evaluation, bring representative documents, the target ERP and your review policy. Together these define the adapter requirements, data-handling arrangements and acceptance cases needed to scope a pilot.
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