Invoices matched, approved and scheduled

Matches each invoice to its purchase order and delivery, checks it hasn't been paid, and sends it to your AP manager to approve.

The operation

Live example

Click a step to see how it works.

When an invoice lands in our AP inbox, read the vendor, amount and PO number. Match it to the purchase order and the goods received log in Excel, and check it hasn't been paid already. If anything doesn't match, email the vendor to fix it. Otherwise ask Morgan, our AP manager, to approve it on Slack. Once it's approved, add it to the payment run sheet and send the vendor a remittance.

Here's the plan:

Intake Invoice: starts when an invoice arrives in the AP inbox and reads the vendor, amount, invoice number and PO number.
3-Way Match & Verification: checks the invoice against the purchase orders, the goods received log and the payments log.
Request Vendor Correction: if something doesn't match, emails the vendor what's wrong and asks for a corrected invoice.
Manager Approval: asks Morgan on Slack to approve or reject it.
Manager Rejection Notice: if Morgan rejects it, tells the AP team why.
Process Payment & Remittance: adds it to the payment run sheet and tells the vendor when they'll be paid.

It's built. Tell me what to change. For example: "Anything over $25,000 needs the CFO too."

AP Inbox Invoice Trigger

Triggers execution whenever a vendor sends an invoice to the AP inbox.

Intake Invoice

Receive the invoice via AP inbox and extract the vendor, amount, PO number, and invoice details.

3-Way Match & Verification

Check the invoice against the Purchase Order sheet, Goods Received log, and Payments log in Excel.

Discrepancies found in PO or goods received, or invoice was already paid.

← 3-Way Match & Verification

Request Vendor Correction

Email the vendor explaining discrepancies between the invoice and PO/receipt logs, requesting a corrected invoice.

All 3-way match checks pass and invoice has not been paid.

← 3-Way Match & Verification

Manager Approval

Send a Slack approval request to Morgan, the AP manager, and await their decision.

Morgan rejects the invoice.

← Manager Approval

Manager Rejection Notice

Notify the vendor or AP team that the invoice was rejected by the AP manager.

Morgan approves the invoice for payment.

← Manager Approval

Process Payment & Remittance

Append the invoice to the payment run Excel sheet and send remittance advice to the vendor.

Step by step

Every invoice needs matching to its purchase order and delivery, a check that it hasn't been paid already, and someone's approval. This operation does the matching and checking, and brings in your AP manager to approve.

1An invoice arrives in the AP inbox and Malleable reads the vendor, amount and PO number
2It matches it against the purchase orders, goods received log and payments log
3If something doesn't match, it emails the vendor what's wrong
4Otherwise it asks Morgan, the AP manager, to approve it on Slack
5If Morgan rejects it, it tells the AP team why
6Once approved, it adds it to the payment run and tells the vendor when they'll be paid

What the team gets

Three-way match on every invoice
No paying the same invoice twice
Vendors hear back without anyone writing to them

Apps it uses

Microsoft
Slack

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