Rekeying supplier details is only part of the work. Your team also has to find the purchase order, spot duplicates, and explain mismatches. A workflow should prepare those checks together rather than turn an uncertain document into an unquestioned record.
A good first scope
Start with a redacted normal invoice, a mismatch, and the record your team wants at the end.
The workflow
01 / The starting point
A supplier invoice arrives through an agreed intake channel.
02 / The right context
Compare extracted fields with the supplier record, purchase order, and duplicate rules.
03 / Prepared for review
Prepare a draft invoice record with source references and mismatch notes.
04 / A person decides
Finance resolves exceptions and authorizes the next step; no payment is released by this example.
Before we start
Three things to settle first.
Which intake channel is the source of truth for a new invoice: a mailbox, a portal, or a scanning queue?
Which records must exist before matching starts: the supplier master, the purchase order, or both?
Who owns the exception queue when a match is uncertain, and how quickly do they need to see it?
Tangible work
A useful working handoff
01
Structured intake
Field mapping for invoice number, supplier, dates, amounts, and the document source.
02
An exception queue
Visible missing fields, suspected duplicates, and purchase-order differences with a resolution owner.
03
A safe handoff
A reviewed export or draft integration, rerun rules, and a record of what was approved.
How we would start
Map it. Test it. Then decide.
Agree the trigger, source systems, reviewer, and acceptance criteria. Build the bounded preparation path, then test it with the person who will own it.
Include the awkward cases
Test an unreadable invoice, a duplicate submission, and a supplier name that does not match the master record.
Keep this boundary explicit
Bank-detail changes, tax treatment, posting, and payment authorization are not inferred from an attachment. Those decisions follow your agreed controls.
Follow a duplicate-invoice check from extracted fields to a review decision. The synthetic inputs, comparison rules, results, and runnable example are all available.
