Standing service supplier-invoices-checked-into-rows-every-month · revised 12 October 2026
Standing service
Get each month's supplier invoices into checked rows, with the doubtful ones listed
Each month's batch of supplier invoice PDFs becomes header and line rows, or an exceptions list. A 20-invoice sample you label shows how it did, and arithmetic is checked on every invoice.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, data route and terms with you in writing.
The responsibility you hand over
A batch of invoices that read well last month can fail on a new supplier's layout this month. Per-field accuracy hides which invoices are wrong in full. Every batch needs the same arithmetic check, an exceptions list and a fresh sample against your own labels.
Who it’s for: Bookkeeper or finance-ops lead who receives 50 to 500 supplier invoices a month in many layouts.
Usually starts when: Each month's invoices are retyped by hand, and a new supplier's layout broke the last tool.
The result: Every month's batch of supplier invoices becomes header and line rows in your workbook, or lands on an exceptions list with the reason. Every invoice's arithmetic is checked, and 20 invoices you label are scored to show whole-invoice and per-field results. Nothing is posted.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A date for each month's report is agreed in writing before it starts, set to what a service at this stage can keep.
Runs once a month after the sample arrives. At launch the service is not staffed round the clock.
What must remain true
- Every invoice in each month's batch is a row set or an exceptions entry, and none is dropped silently
- Every invoice whose lines plus tax do not equal its total is flagged
What we watch
- The month's redacted invoice batch
- Your labels for 20 invoices
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the batch and your 20 labels arrive. | We extract the batch, run the arithmetic check, score the sample and send the workbook and report. |
| A layout appears that has not been seen before. | We list it, route its invoices through the checks and flag it in the report. |
| The sample score falls below the mark you set (we propose 17 of 20 whole headers right; 17 of 20 shows only that the true rate is at least 65% with 95% confidence, so it is a tripwire). | We list the invoices that failed and offer to retune. Linked job: Invoice PDFs to checked rows |
We do on our own
- Extract the batch
- Run the arithmetic and reconciliation checks
- Score the sample and prepare the report
We ask you first
- Any change to the workbook layout or the pass mark
- Retuning the extraction
- Any request for wider access, for a login or for your provider key
We escalate to you when
- The sample falls below the mark two months running
- More than 10% of invoices land on the exceptions list
- A supplier sends handwriting or photos
How you know it held. Each month the number of files in equals the invoices out plus the exceptions, and the report states the sample score and the new layouts seen.
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.
Get my supplier invoice PDFs into a spreadsheet, with the ones it is unsure about listed Job Optional
Each invoice in an agreed batch becomes header and line rows in your workbook, or lands on an exceptions list with the reason. Tested on invoices you labelled and we have not seen.
Bought separately; not part of the monthly fee
The one-off job that builds and tests the extraction this service runs each month.
What is included, and what is not
- The month's workbook
- The exceptions list with reasons
- The arithmetic-check column
- The scored sample report
- The new-layout list
Included
- One monthly batch of up to 200 text or clean-scan invoice PDFs from companies
- Header and line rows in your workbook layout
- An arithmetic check on every invoice and an exceptions list
- 20 invoices a month that you label, for a scored sample
- A new-layout alert when a supplier's layout has not been seen before
Not included
- Posting to a ledger, paying anything or creating suppliers
- Deciding a tax treatment or an account code
- Invoices from individuals unless redacted
- Handwriting or phone photos
- Out-of-hours cover or any guaranteed response time
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the number of files in equals the invoices out plus the exceptions, with no invoice dropped silently.
Evidence: The reconciliation table.
Each month every invoice whose lines plus tax do not equal its total is flagged.
Evidence: The arithmetic-check column and a sample you choose.
Each month the sample report shows whole-invoice and per-field results for the 20 invoices you labelled.
Evidence: The report beside your labels.
An invented value in the 20-invoice sample fails the month.
Evidence: The sample report beside your labels.
Sign-off. You read each report and tell us whether the marks and rules still suit you. A month counts as delivered when you have received the report.
If it fails. If we cannot run a month because a sample 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
- A script from our invoice job or a layout set agreed with us exists
- A named person labels 20 invoices each month, about 40 minutes in all
- Invoices are redacted, or the script runs on your own provider account
- Invoices are from companies, not individuals
We stop and tell you if
- Invoices from individuals cannot be redacted
- More than 60 layouts each month
- You want it to post to a ledger or decide tax
- Nobody can label the monthly sample
What could go wrong
The service reads samples and writes reports, so there is nothing to undo. Ending it leaves your systems exactly as they are; you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new layout produces plausible wrong values. | New layouts are listed, and an invented value on the sample fails the month. |
| The batch goes through unchecked because the sample is small. | The sample is a tripwire only. The arithmetic check and reconciliation cover every invoice. |
| Your files go to a model provider outside your control. | Before any file is shared we name the provider, its country and its retention terms in writing. Entry jobs run on redacted, synthetic or public copies, or on your own provider account with a key you hold. |
A separate automated reviewer checks each month's reconciliation, exceptions and sample score before hand-over and does not mark the monthly sample. A named person on your side labels the 20 invoices and signs off. No person on our side is included unless your agreement names one, and at launch the work is largely automated.
Stays with a person
- You or your named person accept every report and every change to a rule, mark or setting
- You apply anything the report suggests in your own systems
Access we would need
- Redacted, synthetic or public samples you send each month by an agreed secure route
- Your labels for the monthly sample
Questions
Does it post to my accounts?
No. It writes a workbook and an exceptions list.
What about a new supplier?
A new layout is listed and checked more closely that month.
How is this different from the monthly PDF batch service?
That one reads a single layout by rules. This one reads many layouts with a model and tests the result each month.
Also part of
Send an enquiry
Send us
- Roughly how many invoices and suppliers each month
- The workbook layout you use
- No real records, personal data or credentials in the first enquiry
Later, once you agree
- Each month's redacted invoices by an agreed secure route
- Your labels for 20 invoices
- A named person who reads the exceptions
- A written cap on model usage
You keep your invoices, ledger and every decision. We work on the redacted batch you send each month, return a workbook and report, and delete our copies at the end of each month. We take no ledger access and no logins.
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 “supplier-invoices-checked-into-rows-every-month” as the subject.