Free invoice checker

Check an invoice against the order and the payment.

Type in the invoice, the order as you have it, and what has been paid. The same checks an account runs come back passed, failed or not checked, each with its reason, and a recommendation: approve, a person should look, or do not approve.

No account. It runs in your browser: nothing you type is sent anywhere.

What each check means

An invoice is compared with the customer it names, the order it belongs to and the payments received against that order. Each difference costs something different:

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

The checks this page runs

These are the checks a new account starts with, and the tolerances it starts with. In an account each one is a row an administrator can retune, switch off or make stricter.

Check	What it looks at	Passes when	If it fails
Customer is identified	The invoice must be traceable to a customer on record.	must be true	Do not approve
Customer match is certain enough	A name-only or approximate customer match goes to a human.	at least 95%	A person looks
Invoice references a valid order	There must be an order on record that this invoice belongs to.	must be true	A person looks
Order is on the customer’s account	An invoice quoting another customer’s order is never approved automatically.	must be true	Do not approve
Products are on the order	Every product line on the invoice should appear on the order.	at least 100%	A person looks
Quantities match the order	Units invoiced should be units ordered.	at most 0	A person looks
Unit prices are the agreed prices	A cent of rounding is tolerated; anything more is not.	at most 0.01	A person looks
Invoice total is the amount expected	Within one euro. More than that, a person looks at it.	at most 1.00	A person looks
Invoice adds up	Subtotal plus tax should equal the stated total.	at most 0.02	A person looks
Amount paid matches what we received	The invoice’s paid figure against the payments on record.	at most 1.00	A person looks
Invoice date is within the expected window	An invoice more than 60 days after the order is worth a look.	at most 60 days	A warning only
Invoice is not dated in the future	A future date is either a typo or something worse.	must be false	Do not approve
Currency is the customer’s currency	An invoice in an unexpected currency is not a rounding problem.	must be true	A person looks

Two checks an account runs are left out here, rather than reported as passed:

Invoice has not already been processed. This page keeps no record of earlier invoices, so a repeat cannot be recognised. In an account it runs on every invoice.
The document was fully read. You typed the figures in, so there was no document to read. In an account a PDF is read and this says what could not be.

Questions

Is my invoice uploaded anywhere?

No. The checks run in this page, in your browser. Nothing you type is sent to a server and nothing is kept once you close the tab. The site counts visits, as every page here does; it does not see what you type.

Can it read a PDF?

Not on this page — here you type the figures in. In an account, a PDF with a text layer is read, and whatever could not be read is named and sent to a person. A scan or a photograph is stored and attached but not read, because there is no character recognition yet.

What does “not checked” mean?

That a check could not run, because the information it needs is not there — no payments entered, no subtotal on the invoice. It is never counted as a pass. A required check that could not run sends the invoice to a person rather than approving it.

How do I run this on every invoice?

Create an account and import your customers, orders and payments from CSV or Excel. Each invoice you add is then matched and checked against those records, with checks and tolerances you can change, and every decision is kept in an audit log that cannot be edited.