Three-Way Match Variance

Compare every vendor invoice to its purchase order and goods receipt, then resolve price and quantity differences before payment.

macOS — coming soonSee the 4 automations
Finance / AUTOMATE.md

When a new invoice arrives against a PO line that already has a posted invoice, flag both and email the AP clerk which one to void before the run.

Ready-made: Duplicate Invoice Hold

The job, and what good looks like.

Most AP teams approve against the invoice header, so the price on the purchase order and the quantity that actually arrived never get compared. A twelve percent overcharge or a second invoice for the same receipt posts cleanly and is only discovered weeks later, during reconciliation. The workflow starts by pulling every open invoice in the ledger along with its PO and goods receipt reference. It compares unit price, extended amount, quantity, and tax line to the purchase order and to the recorded receipt, then sorts the result into two piles. Exact matches go to the payment run. Everything else goes to an exception queue with the size and type of the gap attached, so the clerk opens the queue already knowing what to argue about. Each resolution is written back against the vendor, so a supplier who overcharges repeatedly shows up in the next run instead of being rediscovered. A person still approves every exception, every credit request, and the final release of the payment batch.

When it is handled

  • Duplicate invoices blocked before payment
  • Price variances resolved in days instead of months
  • A receipt-backed trail on every matched invoice

Works with tools like

  • NetSuite
  • SAP Ariba
  • Coupa
  • Tipalti

Ready-made automations. Pick the one that fits.

Each one is a plain-language document. Run it as it is, or change the timing, the rules and the tools to match your team.

Duplicate Invoice Hold

When a new invoice arrives against a PO line that already has a posted invoice, flag both and email the AP clerk which one to void before the run.

When a new invoice arrives against an already paid PO line

Missing Receipt Follow-Up

Every Monday at 9:00am, check paid invoices with no goods receipt and message the buyer with the PO number and what is still open.

Every Monday at 9:00am

NetSuite Match Exceptions

Every business day at 8:00am, pull the failed match report and email the AP clerk one line per invoice with the price or quantity difference.

Every business day at 8:00am

Price Variance Digest

On the last business day of the month, total price variances by vendor and email the AP lead a short table of the ten largest suppliers and the amount in question.

On the last business day of the month

You stay in charge.
At every step.

It does the checking. You approve what gets paid and posted.

  • Nothing paid or posted on its own

    Payments, journals and approvals stay with you. It prepares them and flags what doesn't match.

  • Undo what you don't want

    Every step is recorded, and a file it changed can be put back.

  • Only the books you open to it

    Each automation reaches only the folders and systems you connect for it.

Duplicate Invoice Hold

Approve before it sends the email?

ReviewApprove

Before you download.

Where does it run?
On your Mac or Windows computer, in the background. It keeps working after you close its window, and only reaches the folders and apps you connect for each automation.
How does it connect to our CRM and other tools?
Through each app's own connection where it offers one, signed in once by you, or by using the app in a browser the way you would. Each automation gets only the connections you give it, and the tools a page names are examples you can swap for your own.
Does it run when my computer is asleep?
It keeps your computer awake while a job runs and just before a scheduled one. While the computer is closed or off, nothing runs; when it wakes, it checks the inbox, calendar and other sources it watches for anything that arrived meanwhile.
How does my team use it?
Each person who runs automations installs the app. Keep a project in a shared folder, such as Google Drive or a network drive, and teammates can open it and follow every run, while one person owns it and runs it.
Do I need anyone technical to set it up?
No. Download the app, add an automation in plain words, and connect only what that job needs. Nothing runs until you switch it on.

Already have tools for this? Here is the difference.

Rules in your accounting software

Coding recurring transactions the same way every time.

They can't read an unusual invoice, ask the requester a question or explain why a match failed.

Flowchart automation tools

Moving data between apps at high volume.

Every exception becomes another branch someone has to build, test and maintain.

AI chat assistants

Explaining a document when you paste it in.

Nothing happens until you come back and ask again, and the procedure lives in a chat.

AUTOMATE.md

Your routine, written in plain words. It runs on its own, follows your rules, handles the exceptions a flowchart can't, and asks you when it matters. The file stays yours, whichever AI model runs it.

Related workflows.

Invoice processing

Turn each incoming invoice into a coded, approved ledger line with its document attached, or into a held exception with a stated reason.

5 automations

Vendor Master Controls

Keep vendor records clean and block duplicate invoices and unverified bank changes before money moves.

2 automations

Vendor payment tracking

Hold the payment run, the remittance advice, and the outstanding check register in step, so nothing is paid late, twice, or into a voided account.

1 automation

Start with one job.
Make it your own.

macOS — coming soon
  1. 1

    Get the app

    It runs on your computer, next to your files.

  2. 2

    Add the automation

    Paste the instructions into the app, or save them as a file next to your work.

  3. 3

    Try it, then turn it on

    Run it once and check the result. It only runs on its own once you switch it on.

macOS — coming soon