Standing service invoice-pre-payment-run-checked-every-month · revised 12 October 2026
Standing service
Have every payment run checked for duplicates and changed bank details before approval
Each month, before you approve up to four payment runs, we send an exceptions list of probable duplicates, changed bank-detail codes, first-time payees and unusual amounts, each with evidence.
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
A one-time check does not protect the next run. Supplier details change, duplicate patterns shift, and the run that goes wrong is always the one nobody checked. The monthly job is to put the same list in front of the approver before every run, and to keep the rules honest with planted tests.
Who it’s for: Finance manager or bookkeeper who pays suppliers in batches and wants a second check on every run.
Usually starts when: You pay suppliers in batches, and a duplicate or changed bank detail would be found only after the money has left.
The result: Before each of up to four payment runs a month you receive an exceptions list with evidence for every item, and each month a planted-pack report shows the rules still find the planted duplicates, changed details, first-time payees and unusual amounts.
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 batch has an exceptions list before the approver acts, saying "things noticed", never "cleared"
- The rules find the planted duplicates, changed details, first-time payees and unusual amounts each month
What we watch
- Each batch list, the supplier master and payment history as exports you generate
- Bank details only as scrambled codes made with a small script we give you; use the same secret every time
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A payment batch is ready for approval. | We send the exceptions list to your approver before the run. |
| A supplier's bank-detail code changes. | We list it first in the batch list with the earlier code and date. |
| The planted pack misses a planted case. | We stop using the rules until fixed and re-tested, and tell you. Linked job: Pre-payment-run check list |
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.
Before a payment run, get a list of probable duplicates and changed bank details Job Optional
For each payment batch you get an exceptions list: probable duplicates, changed bank details, first-time payees and unusual amounts, each with its evidence for your approver to hold or release.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Exceptions list per batch
- Monthly planted-pack test report
- Changes in the supplier master since last month
Included
- Up to four payment batches a month, each up to 300 invoices
- The exceptions list for each batch with evidence, with unusual amounts as defined in the one-off job
- A monthly planted-pack re-run and false-flag count
- The supplier master compared with last month's
Not included
- Instructing or releasing any payment
- Sight of bank account numbers
- 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 your approver planted (8 duplicates, 5 changed bank details, 3 first-time payees, 3 unusual amounts; list kept from us) is re-run and all 19 are found
Evidence: The planted-pack test report
False flags on a clean pack stay at or under the agreed count
Evidence: The flag count
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 |
|---|---|
| The list is treated as a clearance for the run. | Every list says "things noticed", never "cleared", and your approver decides. |
| 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
Can it stop a payment?
No. We have no bank access. Your approver holds or releases.
What if I run payments weekly?
Up to four batches a month are included. More are quoted.
Also part of
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-pre-payment-run-checked-every-month” as the subject.