Workflow
Contract compliance verification
Checking each invoice against the agreement it falls under, rather than against the last invoice from that supplier.
Part of Accounts Payable
The problem
The contract is signed by one team, filed in a system a different team does not use, and then never consulted again. Invoices are checked against the previous invoice instead, which means a price that drifted upward two years ago is now the baseline. Surcharges that the agreement does not permit become normal because they have always been there. The contract is only read again during a dispute, at which point the overpayment is historical.
How VapusFin handles it
- 01
Commercial terms are extracted from each master agreement — rate cards and tiers, payment terms, permitted surcharges, freight treatment, tax handling, service levels — and attached to the vendor.
- 02
Every invoice under that agreement is checked against those terms, not against the last invoice received.
- 03
A disagreement is raised with both figures and a pointer to the clause it contradicts, so the query to the supplier starts from the contract.
- 04
Where a term is corrected by a person, the correction applies to every subsequent invoice under that agreement.
Describe the workflow that costs you most
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