Official skill · Operations and admin
Vendor invoice check before payment
Checks a vendor invoice against the PO or quote: details, arithmetic, tax, terms, duplicates, and changed bank details; returns approve or hold. Use it when A supplier or contractor invoice needs approval before payment.
Works in Claude, ChatGPT, and coding agents. On Team and Business, the official skill in your pod updates itself when we improve it.
When to use it
- A supplier or contractor invoice needs approval before payment
- An invoice looks different from usual or mentions new bank details
What you give it
- The invoice
- PO, signed quote, or contract
- Bank details on file and past invoices (optional)
What you get
Approve or hold, a check-by-check table with calculations, a bank details line, and actions to clear any hold.
How it works
- Match the vendor Legal name, address, tax or VAT number, and invoice addressed to your correct company name. A mismatch with the agreement or past invoices is a hold.
- Check bank details first Compare account name, number, and bank against the details on file. If they differ, or the invoice or email says "our bank details have changed", the result is hold. The FBI's guidance on business email compromise is to verify account changes through a second channel; our default is a phone call to a number from the contract or your records, never from the invoice or the email. If no details are on file, write "[check: bank details on file]".
- Redo the arithmetic For every line: quantity × rate = line total. Then subtotal, discount, tax, total. Show each calculation. Any difference over 0 is noted; our default: a difference is a hold unless it's under 1 currency unit from rounding.
- Compare to what was agreed and received A three-way match checks items, quantities, and prices across the PO, the delivery or timesheet record, and the invoice; without a receipt record it is only a two-way match, so say so. Flag items not on the PO, quantities over what was delivered, and rates higher than agreed. Show the agreed figure next to the invoiced one.
- Check tax and terms Tax rate and amount as stated in the agreement or on prior invoices; if unknown, "[check: correct tax rate]". Due date against the agreed payment terms (for example, net 30 from invoice date). Note early-payment discounts and late fees.
- Look for duplicates Our default signs: the same invoice number, the same amount within 60 days, or the same work period already billed. Any match is a hold until explained.
- Decide Approve only if every check passes. Otherwise hold, with each reason and the one action that clears it. Put the bank detail result in its own line so nobody misses it.
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Changelog
- v1.0.0 · · First release.