Standing service recon-missing-recurring-bills-listed-every-month · revised 12 October 2026
Standing service
Get a list every month of the regular suppliers whose bill has not arrived
At each month-end we list suppliers who normally bill you but have no bill this month, with a draft chase line for each, from the pattern in your last 12 months of bills.
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
The one-time list is right for one month. Suppliers start and stop, billing frequency changes from quarterly to monthly, and false alarms creep up until the list is ignored. The monthly job re-learns each supplier's pattern and keeps the alarms within the count you set.
Who it’s for: Bookkeeper or finance manager who closes the month and wants to know what has not yet arrived.
Usually starts when: A regular supplier's bill can go missing at any month-end, and you want that check at every close.
The result: Each month-end you receive a list of expected bills that have not arrived, with the pattern behind each item and a draft chase line, and the clean-year false-alarm count re-checked.
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 supplier with a pattern and no bill this month is on the list with its evidence, and the monthly test of ten removed bills finds them all
- False alarms stay within the count agreed
What we watch
- A rolling 12 months of bills from your bills-list export
- Your approved names table
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the export arrives. | We send the list with the evidence for each item. |
| A supplier's billing pattern changes. | We re-learn it and mark the change in the report. |
| False alarms exceed your allowance. | We adjust the rules and re-test before the next list. Linked job: Missing recurring bills 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.
Find the suppliers who usually bill you but have no bill this month Job Optional
From 12 months of bills you get a list of suppliers who normally bill you but have none this month, with a draft chase line for each. Rules do the work; a model only joins spelling variants.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly missing-bills list
- Billing-pattern changes since last month
- Test report
Included
- One month's list from a rolling 12 months of bills
- Billing pattern re-learned for any supplier whose pattern changed
- Draft chase lines per supplier, unsent
- The removed-bills test and the clean-year test re-run
Not included
- Contacting suppliers
- Estimating amounts or accruals
- 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 your bookkeeper removes ten bills from a copy of the year, and keeps the removed list from us; all ten bills are found
Evidence: The removed list and the list side by side
False alarms on your unchanged copy of the year stay at or under the agreed count
Evidence: The alarm 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 |
|---|---|
| A changed billing pattern causes a run of false alarms. | The billing pattern is re-learned monthly and the alarm count is tested against the allowance. |
| 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
Is this AI?
Mostly not. Rules find the pattern; a model only joins supplier names that are spelled differently.
Do you chase suppliers?
No. The chase lines are drafts for your person to send.
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 “recon-missing-recurring-bills-listed-every-month” as the subject.