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Accounts payable

Resolve AP exceptions before they become payment problems.

Rebase compares invoices, purchase orders, receipts, contracts and payment data, investigates the discrepancies and prepares the next action for review.

Book a working sessionSee Rebase Accounts Payable
Invoice exceptionINV-4471 · received 12 Mar

Vendor

Amazon Web Services

Invoice INV-4471
$18,420.00
Purchase order 8823
$16,900.00
Difference
+$1,520.00

Invoice against purchase order, line by line

LineInvoicePO
EC2 compute, committed14,200.0014,200.00
S3 storage2,700.002,700.00
Data transfer out1,520.00—
Total18,420.0016,900.00

Checked

  • Enterprise agreement §4.2 bills data transfer on usage
  • March usage report shows 17.4 TB transferred out
  • January and February invoices carried the same line

Rebase Agent

The overage is data transfer billed on usage. The contract allows it and it recurs every month, but PO 8823 only covers the committed lines.

Proposed resolution

Amend PO 8823 by $1,520.00, then release the invoice for payment.

HoldApprove
An illustration of Rebase investigating an Amazon Web Services invoice of $18,420.00 against a purchase order of $16,900.00: the $1,520.00 difference is a data transfer line the PO never covered, which the contract allows and earlier invoices also carried.

Most AP work isn't the happy path.

Entering invoices is the easy part, and most AP tools already do it. The work is resolving everything that doesn't match.

The happy path

What most AP tools automate

  1. Invoice arrives
  2. Matches
  3. Approved
  4. Paid

Everything that doesn't match

Where the week goes

  1. 1Invoice arrivesAP
  2. 2It doesn't matchAP
  3. 3Someone checks the POAP
  4. 4Searches email for the quoteAP
  5. 5Messages procurementProcurement
  6. 6Contacts the vendorVendor
  7. 7Updates the ERPAP
An illustration of two paths through accounts payable: a four-step happy path that is already automated, and a seven-step exception path across AP, procurement and the vendor.

Let agents investigate the exception.

Rebase goes where your team would go — the ERP, the contract, the usage data, earlier invoices — and comes back with a likely cause and a proposed fix.

  1. 1Invoice received
  2. 2Matched against PO, receipt and contract
  3. 3Discrepancy detected
  4. 4Supporting systems searched
  5. 5Likely cause determined
  6. 6Resolution proposed
  7. 7A person reviews it
  8. 8The ERP is updated or the vendor contacted
Investigation · INV-44715 systems · 2m 14s
  • Business Central

    Business CentralPO 8823 and its receipts

    PO $16,900.00 · no data transfer line

  • Gmail

    GmailContract and correspondence with AWS

    Enterprise agreement §4.2: transfer billed on usage

  • Snowflake

    SnowflakeMarch cost and usage table

    17.4 TB transfer out · $1,520.00

  • BILL

    BILLEarlier invoices from this vendor

    Transfer billed Jan $1,380.00 · Feb $1,455.00

  • Slack

    Slack#procurement, PO amendments

    No amendment requested for PO 8823

Likely cause

Usage-based data transfer the PO never covered. Allowed by the contract, consistent with the last two months, and never amended into the PO.

Waiting on AP review: amend PO 8823 and release
An illustration of Rebase investigating invoice INV-4471 across five systems: Business Central, Gmail, Snowflake, BILL and Slack, and concluding the difference is usage-based data transfer the purchase order never covered.

The exceptions AP actually spends its time on.

Six kinds of exception Rebase investigates before payment. Open one to see what it checks.

  • 01Invoice mismatchesInvestigate invoice, PO and goods-receipt discrepancies.
    What Rebase does

    Compares the invoice line by line with the PO and the receipt, then looks for the reason for each difference in the contract, the usage and the correspondence.

    INV-4471 · 3 lines · 2 match · data transfer +$1,520.00 not on PO 8823

  • 02Duplicate invoicesIdentify likely duplicate invoices or duplicate charges before payment.
    What Rebase does

    Looks across vendors, amounts, dates and invoice numbers for the near-matches a straight lookup misses: a re-sent PDF, a changed reference, the same charge on a card.

    INV-88213 and INV-88213A · same vendor · same amount · 3 days apart

  • 03Pricing leakageFind unexpected pricing, fees and contract discrepancies.
    What Rebase does

    Checks unit prices, fees and surcharges against the contract and the vendor's own history, and flags the ones nobody agreed to.

    Unit price $212.00 against contracted $195.00 · 400 units · $6,800.00 over

  • 04Vendor creditsIdentify available or unapplied credits.
    What Rebase does

    Finds credit notes that were issued but never applied, and credits a vendor owes but hasn't sent, before the next payment goes out.

    CN-3310 · $2,450.00 · issued 4 Feb · not applied to any open bill

  • 05Payment exceptionsInvestigate failed, blocked or unusual payments.
    What Rebase does

    Traces a payment that bounced, stalled or went out twice back through the bank, the ERP and the payment run, and says what to do about it.

    Payment 40912 · returned R03 · account closed · vendor bank details out of date

  • 06Vendor changesSurface changes such as bank details for additional review.
    What Rebase does

    Flags a change to a vendor's bank account, address or contact before the next payment uses it, and holds it for a second person to confirm.

    Meridian Industrial · bank account changed 18 Mar · next payment held

Worked example

A surcharge nobody agreed to.

A supplier invoice arrives $4,400.00 over its PO. Here is how Rebase gets from the mismatch to a reply your AP manager can approve.

20 March. Meridian Industrial Supply invoices $82,400.00 against purchase order PO-7710 for $78,000.00.
  1. 1Compares the invoice with PO-7710: 400 units at $195.00 on both, plus a line the PO doesn't have.
  2. 2Checks receipt GR-5520: all 400 units arrived on 18 March, on standard freight.
  3. 3Checks the vendor's last six invoices: none carried a handling surcharge.
  4. 4Finds the difference: a $4,400.00 expedited handling surcharge that was never ordered or approved.
  5. 5Gathers the PO, the receipt, the invoice and the invoice history into one record.
  6. 6Drafts a reply asking for a credit note, and proposes paying the agreed $78,000.00 on terms.
  7. 7Sends both to the AP manager for review.
Vendor responseDraft · INV-20931
  • InvoiceINV-20931 · 400 × 195.00 + expedited handling$82,400.00
  • POPO-7710 · 400 × 195.00 · standard delivery$78,000.00
  • ReceiptGR-5520 · 400 received 18 Mar · standard freight400 units

Proposed

Pay $78,000.00 on terms. Hold $4,400.00 until the vendor credits it or shows it was approved.

Drafted reply

To
Meridian Industrial Supply · Billing
Subject
INV-20931: expedited handling not on PO-7710

Hello — invoice INV-20931 includes a $4,400.00 expedited handling surcharge. PO-7710 was placed for standard delivery, the goods arrived on standard freight, and none of your recent invoices carried this charge. Please send a credit note for $4,400.00, or the approval for expedited handling. We are paying the agreed $78,000.00 on terms.

Drafted for review. Rebase doesn't send it.

Request reviewApprove response
An illustration of Rebase's proposed response to a supplier invoice that is $4,400.00 over its purchase order: the invoice, PO and receipt compared, a proposal to pay the agreed $78,000.00 and hold the surcharge, and a drafted reply to the vendor waiting for an AP manager's approval.

Your team stops searching and starts deciding.

The investigation moves to Rebase. The judgement calls stay with the people accountable for them.

Before

  • People search
  • People compare
  • People follow up
  • People document

With Rebase

  • Rebase investigates
  • AP reviews the exceptions
  • People make the judgement calls
The productRebase Accounts PayableSupplier invoices compared with the purchase and receipt records, discrepancies investigated, and the next action prepared for your team to approve.Explore Accounts Payable

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