Sebastian de GoeijShort answer
AI can automate most standard purchase invoice checks: do subtotal, VAT and total add up, is the VAT rate plausible, is the VAT number valid, does the IBAN belong to the supplier, was the invoice already submitted and is it an invoice at all. What remains for people are the exceptions these checks raise and whether an expense is legitimate and business-related.
Key takeaways
- Arithmetic checks on subtotal, VAT and total can be fully automated.
- VAT numbers can be checked via VIES and IBANs against known supplier data.
- Duplicates and documents that are not invoices are flagged automatically.
- VAT that differs from history is a strong review signal.
- Autoboeker runs these checks during processing and routes exceptions to review.
What is invoice validation?
Checking a purchase invoice before booking and paying: is the content right, does it meet requirements and is it legitimate. Many of those checks are rules software applies faster and more consistently than a person.
Validation differs from recognition: recognition extracts the data, validation tests whether it is right and expected.
Which checks can you automate?
These rely on rules or comparison with history:
- Arithmetic: lines add up to the subtotal; VAT and total are right.
- VAT: missing VAT, an unusual VAT code or an unusual VAT amount.
- VAT number: the supplier's VAT ID is valid in VIES.
- IBAN: the account fits the supplier, to stop fake invoice fraud.
- Duplicate: the same invoice arrived or was booked before.
- Document type: invoice, or a quote, reminder or packing slip.
- Supplier: known or new.
What remains human work?
People judge the exceptions: is an unusual rate an error or correct, is a new IBAN a real change or fraud? And whether an expense is business-related, sometimes resolved with a client question.
Staff no longer check every invoice, only those where a check found something: less volume, more focus.
Which checks does Autoboeker perform?
During processing Autoboeker checks subtotal, VAT and total, and checks for missing VAT, unusual VAT codes and unusual VAT amounts. VAT numbers are checked via VIES and there is an IBAN check. It recognises new and existing suppliers, flags duplicate invoices and checks the document type.
Every booking gets a confidence score and explanation. Invoices with findings or low confidence go to review; the rest can be booked automatically above the firm's threshold. After booking, AI Bank Matching matches the payment and flags deviating payments.
FAQ
Questions about this topic.
Recognition extracts the data; validation checks it is right and expected.
Yes, via VIES. Autoboeker does this during processing.
By comparing with earlier invoices on supplier, number, date and amount.
Fake invoices with a different account number are a known fraud. Checking against known supplier data catches it.
Yes, but only the exceptions and whether an expense is business-related.
