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StencilFlow

Solutions · By process

Supplier invoices checked against the contract before anyone approves them.

Supplier invoices arrive by email as PDF, each in its own layout. StencilFlow reads them, matches the supplier and agreement, and checks every line against agreed prices, surcharges, volume tiers and payment terms from tables your procurement team owns. Clean invoices go on for booking; deviations are flagged with a reason and shown to a person.

Book a look at your inbox See how it works

What lands in the inbox

  • Invoice PDF
  • E-invoice XML
  • Credit note
  • Contract price table

Read, checked against your data and handed off, with people deciding the exceptions.

The flow

From inbox to system, step by step

Every case follows the same visible path. Where a rule cannot decide, a person does.

  1. Mailbox
  2. Read invoice
  3. Match agreement
  4. Check lines
  5. Review deviations
  6. Approve & book

Step by step

How it runs, step by step

A worked example with made-up names. Rules do the checking; people decide what the rules cannot.

  1. 1

    Invoices arrive by email

    Each supplier sends its own layout, as PDF or as e-invoice XML.

  2. 2

    Read the invoice

    Number, date, lines, subtotal and VAT are read whatever the layout; scans and new layouts are read with AI.

  3. 3

    Match supplier and agreement

    The supplier is identified, the right agreement is picked, and the invoice must be new.

  4. 4

    Your agreement, as tables

    Prices, tiers, surcharges and terms live in tables your procurement team edits. A missing entry is never guessed.

  5. 5

    Check every line

    Fixed rules compare each line with the agreement. Example with made-up numbers.

  6. 6

    A person decides the deviation

    Only the flagged line is shown, with the invoice beside the contract value.

  7. 7

    Booked, or sent back

    Clean invoices continue to booking. Every result is recorded and summarised for the team.

Before and after

Supplier invoice control, with and without StencilFlow

Today

  • Invoice lines compared with the contract by eye, or not at all
  • Surcharges and tier prices applied differently by each reviewer
  • Overcharges found weeks later, if ever
  • Approval waits on whoever knows the agreement

With StencilFlow

  • Every line checked against the agreement the moment the invoice arrives
  • Each deviation carries its reason, the contract value and the amount at stake
  • Clean invoices continue to booking; only exceptions reach a person
  • A record and summary per invoice, ready for audit

Rules

Checks that run on every case

Your rules and reference data, applied the same way every time. Each outcome records which check passed or failed.

  • Supplier and agreement identified; not a duplicate invoice
  • Unit price equals the agreed price, or sits within tolerance
  • Surcharges and volume tiers applied as agreed
  • Line amounts add up to the subtotal; VAT and total are consistent

Connects to

Hands off to the systems you run

  • Your ERP or accounting system
  • Any system with an import or API

Through an API, an import file or a mailbox. About actions and integrations

In practice

In production with a manufacturer's procurement team: every supplier invoice line checked against the contract.

Related

Related solutions

Ready to look at your inbox?

Bring one process and a handful of real documents. We show you the path from inbox to decision, on your own data.

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