An example
24 pallets were ordered. 22 came off the lorry. The invoice bills for 24. Someone has to spot that before the invoice is paid.
The matching holds that invoice when it lands, with the reason, and drafts a request for a credit note. A person in accounts payable decides whether the request goes. The figures are an illustration, not a client's.
What happens to each invoice
- The invoice is read when it arrives by email.
- The purchase order is found in your finance system.
- The delivery note is found, or the goods received record from the bay.
- Every line is compared: quantity, price, and what was received.
- Invoices that agree are passed on, by your rules.
- Invoices that don't are held, with the reason, for accounts payable.
A change of bank details on an invoice is held too, for a call-back to the supplier on the number already in your records, never the one in the email.
What a person still decides
Nothing is approved, posted or paid without a person. The matching never changes a price or a supplier record, and it never settles a dispute. It does the line-by-line checking your team does now and leaves the decisions with them.
What it needs from your systems
Invoices that arrive by email, purchase orders in your finance system or ERP, and a goods received record or a signed delivery docket. It runs in your own accounts and connects to the systems you already use, where those systems allow it. Every run is logged with its inputs and outputs in your accounts, and you set how long the logs are kept.
What it costs to run
The running costs are billed to you by the vendors, in your name, and none of it goes through Mavraq. Nothing is charged per person or per site. The automation runs either on n8n, installed in your own cloud account (the Community edition is free), or on tools you already pay for, such as Power Automate or Azure Logic Apps under your Microsoft agreement. The AI model is charged by how much text it reads and writes, at the rates Azure and AWS publish, in your own account.
Matching one invoice to its order and delivery note comes to around a cent of AI time. That is James's estimate, not a vendor's price; a pilot measures the real figure.
How to tell if it is worth doing
Count the invoices your team checked by hand last week that matched first time. That is the work to take off their desk.
In a pilot, the measure is the share of invoices matched without anyone touching them. It is counted for two to four weeks before the build, by the people who do the work, then the same way for the same length of time after go-live.