Invoice validation and approval
Every invoice, checked against what you already know.
A salesperson approving invoices does the same eleven comparisons by hand, one invoice at a time: is this the right customer, the right order, the right products, the agreed price, the amount we expected, the payment we actually received. checafatura does those comparisons in a second and shows you its working.
The first use case is a salesperson selling wine. A worked, fictional wine sale — order, invoice and payments, in Portuguese — is at Conferir faturas de clientes na distribuição de vinhos. To look for possible repeated invoices in an exported CSV, in your browser and without an account, use Encontrar faturas duplicadas num CSV (in Portuguese). To draft a neutral message asking a customer or colleague about a difference on an invoice, use Email para esclarecer uma divergência numa fatura (in Portuguese). To see which amounts disagree between an invoice export and a payment export, in your browser and without an account, use Conferir pagamentos e faturas em dois CSV (in Portuguese).
It shows its working
Every invoice carries a checklist: what passed, what failed, what could not be checked and why. There is no unexplained approval and no unexplained rejection, and the reasoning is stored with the decision so it still reads the same in a year.
The rules are yours
A check is a row you edit: what to look at, what to compare it against, how much difference is tolerable, and whether failing blocks approval or just asks a person. A euro of tolerance on the total is a setting, not a release.
It says when it is unsure
A customer matched by an approximate name is not the same as one matched by account number, and checafatura scores them differently and says so. A check that could not run is reported as not run, never as passed.
What it compares
Your customer, order, sales and payment records go in as CSV or Excel. Your column names are yours: you map them once and checafatura remembers, so "Account", "Client Name" and "Total Sales" need no renaming.
| On the invoice | Against your records | What a difference means |
|---|---|---|
| Customer name, account, tax number | The customer record | A mismatch blocks approval |
| Order reference | The order, and whose account it is on | Another customer's order blocks approval |
| Products and quantities | The order lines | Outside tolerance, a person looks |
| Unit prices | The agreed prices | Outside tolerance, a person looks |
| Total | The amount expected | You set how much difference is fine |
| Amount paid | The payments received | Partial and over-payments are flagged |
| Invoice number and total | Everything received before | A repeat is blocked as a duplicate |
Download the invoice reconciliation CSV starter pack — linked customers, orders, order lines and payments to try your first check.
Automatic approval, when you decide
checafatura starts by recommending, not deciding. Every invoice waits for a person. When you trust what it is doing, an administrator sets the conditions under which it may settle a low-risk invoice on its own, and everything else still comes to you. That switch is off until somebody turns it on, and turning it on is its own line in the audit trail.
This is an early version. It does not connect to an external invoice platform yet, and it cannot read a photograph of an invoice.The limits are written down.