Vendor Master Controls

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

macOS — coming soonSee the 2 automations
Finance / AUTOMATE.md

When a vendor bank account is changed, read the change log and email the AP lead the vendor, the old and new details, and a request to confirm by phone.

Ready-made: Bank Change Verification

The job, and what good looks like.

Vendor records get created by whoever is in a hurry, so the same supplier ends up existing three times under different spellings. Payments split across the duplicates, a good vendor looks unreliable because their invoices keep bouncing, and bank detail changes arrive by email that nobody verifies. Payment redirection is typically discovered during the audit, not at onboarding. The workflow puts two checks in place. The first runs at record creation: a proposed new vendor is compared against existing records on name, address, tax ID, and bank details, and near matches are merged or explained before the record goes live. The second runs on change: any edit to bank details flags the vendor, holds the next payment, and requires a callback to a contact already on file before it is released. Duplicate invoice detection runs alongside, comparing vendor, amount, and invoice number against what is already booked. A person still approves new vendors, verifies bank changes by phone, and releases held payments.

When it is handled

  • One active record per real supplier
  • Bank detail changes verified by a second person
  • Duplicate invoices caught at intake

Works with tools like

  • Coupa
  • SAP Ariba
  • NetSuite
  • 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.

Bank Change Verification

When a vendor bank account is changed, read the change log and email the AP lead the vendor, the old and new details, and a request to confirm by phone.

When a vendor bank account is changed

Duplicate Vendor Scan

Every Monday at 8:30am, scan the vendor master for similar names, addresses, and tax IDs, then email the AP lead the pairs to review.

Every Monday at 8:30am

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.

Bank Change Verification

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.

Three-Way Match Variance

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

4 automations

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 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