The PO said $125 a unit. The invoice says $131.25. The PO said 44 units. Two invoices add up to 48. The same invoice number was entered twice and both got paid. TraxSail already holds the purchase orders, so the match is automatic.
What the purchasing agent checks
Unit price above the PO
Every invoice line against the PO line it belongs to.
More units billed than ordered
Summed across invoices for the same PO and SKU.
The same invoice entered twice
Repeated lines under one number, or an identical total from the same supplier within ten days.
Early-payment discounts
Terms like 2/10 Net 30, paid in time but not taken, or still open with the window closing.
By hand
Match every invoice line to its PO line before approving payment, keep a list of invoice numbers already paid, and put the discount date, not the due date, on the payment calendar.
The window
Best before payment. Most suppliers credit for 12 months after.
Who pays
The supplier, as a credit memo or corrected invoice.
What it looks like
A distributor with $3M in purchases: price and quantity variances, duplicates and missed discounts typically add up to $15,000 to $45,000 a year, plus $15,000 to $30,000 in discounts kept by paying on time.
Illustrative example (illustrative ranges), not a reported customer result.
How it works
1. Give the agent its files
PDF, CSV, a photo of the bill, an email forward, or an automatic feed. The purchasing agent reads every line into the same structure.
2. It finds and prepares
Rules run nightly. Each finding records the evidence, the amount and a confidence. Claims above your thresholds wait for your approval.
3. Filed, chased, matched
Disputes send with one click, replies are read automatically, credits are matched to your invoices, and you pay 30% of what landed, on the 1st.
The free audit reads one file in about 30 seconds: PDF, CSV or a photo. Nothing is stored.
Open the free auditNot if QuickBooks is connected: bills and payments are pulled nightly with the PO link. Otherwise drop an AP export or the invoice PDFs.
Corrected invoices and credit memos are routine AR work on their side. Nobody is surprised by a documented request.
Free account, accept the authorization, add a card, give the purchasing agent one file. 30% of what lands, nothing otherwise.
Create your TraxRecovery accountAll eight audits: recovery.traxsail.ai · Walkthrough: parcel-audit-story