Standing service invoice-new-supplier-check-packs-every-month · revised 12 October 2026
Standing service
Get an evidence pack for each new supplier every month, before the first payment
For each new supplier added in the month, up to 12, a one-page pack of VAT, company and bank-detail checks with sources and dates, and a call-back script for your person.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
New suppliers arrive every month, and the checks only help if they are done for every one before the first payment. Register pages and their terms change, so a lookup that worked last month may no longer be allowed or may return different fields. The monthly job is the same packs plus a check that the lookups still work.
Who it’s for: Finance manager or payment approver who onboards new suppliers regularly.
Usually starts when: New suppliers are added every month, and each needs checking before the first payment.
The result: Each month you receive a pack for each of up to 12 new suppliers, each claim with its source and lookup date, a list of lookups that could not be done and a re-run of the pack your approver planted, showing the planted problems are still caught.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Every claim in a pack cites its source and lookup date
- No pack carries an approved status or a risk score
What we watch
- Invoice and onboarding form copies for each new supplier
- Public registers, used within their published terms
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A new supplier is added and its first invoice arrives. | We prepare the pack and send it to your approver. |
| A register stops allowing a lookup, or changes its output. | We mark that check "not done" in every pack and tell you. |
| The frozen pack misses a planted problem. | We stop issuing packs until it is fixed and re-tested. Linked job: New supplier check pack |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
For each new supplier, get a one-page evidence pack before you approve the first payment Job Optional
For each new supplier, a one-page pack: VAT number and registered name against the invoice, company status, bank details on the form against the first invoice, and what is missing.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- One pack per new supplier
- Lookups-not-done list
- Planted-pack test report
Included
- Up to 12 new suppliers a month, each with an invoice and onboarding form
- The same checks as the one-off pack, with sources and dates
- A list of lookups not done and why
- The planted pack re-run each month
Not included
- A risk score or an approval
- Sanctions or identity screening
- Accounting, tax, audit, legal or financial advice: a named person at your business decides every money question
- Filing, submitting, approving, posting or paying anything in any system
- A statement that your figures are correct, complete or ready for audit
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the frozen pack of 12 suppliers, with problems planted by your approver and the list kept from us, is re-run and every planted problem is caught
Evidence: The planted-pack test report
Every pack claim cites a source and lookup date
Evidence: The citation column
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A pack is read as an approval to pay. | Packs show what was checked and not checked, with no approval or score. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
| The output is read as a clearance or an accountant's opinion. | Every output says it lists things noticed, not that anything is correct. Your named person decides what to do. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
Do you call the supplier?
No. Your person makes the call-back with the script we write.
Do you see bank account numbers?
Not if you black out the account number and sort code on the copies first. You send only scrambled codes made with the script from the one-off job.
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “invoice-new-supplier-check-packs-every-month” as the subject.