Document validation and fraud detection

Invoice errors found, corrected, or sent back to the supplier.

Around 40% of the invoices you receive have something wrong with them. We check every one against your own rules, correct what we can, and ask the supplier for the rest.

Some accounts payable challenges are universal across every industry. Instead of your AP team wasting valuable time cleaning up repetitive invoice flaws manually, we catch, correct, or block them for you, before they ever reach your systems or workflows.

PO and reference numbers are not always found in standard places on an invoice. We look through every field and attachment, to make sure the correct data is where your system expects it.

Checks run before the invoice reaches your workflow, so a problem is still the supplier’s to fix rather than yours to unpick after posting.

Backdated invoices and changed payment details are caught by rule. Neither is ever rejected automatically — a person sees the mismatch and decides.

What is included in invoice validation?

Catch invoices you already receive

Invoices keep arriving the way they arrive today: over Peppol or other networks, as PDFs by email, or as paper you scan. They pass through your rules before anything reaches your finance or approval system, and nothing new needs to be installed in your systems.

E-invoices and captured PDFs go through the same checks, so it makes no difference whether a supplier sends a proper e-invoice or a PDF by email. While invoices are the bulk of this, credit notes, orders and order responses, despatch advices, catalogues and shipping documents go through the same rule engine.

Schema and schematron against the applicable standard
The EN 16931 rules your market enforces, and the national rules on top of them
Duplicate detection, on your definition of a duplicate
Invoice totals reconciled against the VAT amounts stated
Mandatory fields your finance system cannot do without
A second check after conversion, because conversion can introduce errors of its own

Reference numbers against the list you maintain
PO number required, per supplier
PO match against the open order
Payment terms and due dates against what you agreed
Invoice age, so nothing turns up months later
The right legal entity and delivery address
Routing by company, site or something inside the invoice
Future-dated invoices held until the date they apply
Rules set per supplier, per supplier group and per part of the company
Exemptions for suppliers who must always get through

The supplier exists, is active and is not blocked

The supplier is approved for purchasing and for payment
The payment details match your supplier registry
VAT registration and company identity
The creditor number your ERP expects, added on the way through
Whether the supplier could be sending e-invoices instead

Rejecting an invoice is rarely a useful answer, and some markets do not even allow it. By default we hold the document, show exactly which rule it failed, and leave your team something they can act on. You decide, per rule, which of these four steps happen.

We fix it against your own data, then deliver it.

We hold it and notify the supplier.

We send it back with the reason, by network message, email or letter.

We push it through without the rules, when a supplier genuinely cannot comply.

The search runs in order: the field the data belongs in, then the rest of the document, then the attachments. A reference has to match the list you maintain before we accept it. Payment terms that contradict your agreement go back to the agreed ones, and we tell the supplier when to expect payment.

We correct on a copy. Per document you can see what you received, what we delivered, which rule failed, the error detail and every step since. In the portal, not as a support ticket.

A new rejection rule runs as a notification for one to three months while you tell your suppliers what is changing.

In the Finnish operator network you can only reject a structurally invalid document. In Poland and Italy the national platform decides. Over Peppol, refusing an invoice is a formal dispute with its own rules and evidence. We tell you which applies before you write the rule.

Stop chasing suppliers: we do it for you

When something is missing outright and no rule can fill it, we email the supplier within minutes, with a link to the invoice they sent. They add what is missing there and the invoice carries on. It does not sit in a queue waiting for someone to notice it.

We tell the supplier exactly what to fix

The supplier sees the exact invoice they sent and the one field that is missing. They cannot message you or change anything else.

You set the tone with your suppliers

From "no PO number, no payment" to "help us keep this clean, ask your requisitioner". You choose the wording, how many reminders go out, and what happens after the last one.

Approving new suppliers stays your decision

An unknown supplier is always your call. We tell your team, they create the supplier as they normally would, and the invoice carries on once it fits the rules.

And when the supplier calls anyway...

A bookkeeper can open the same page the supplier sees, fix it with them on the phone, push the invoice through and leave a note on the document.

Fraudulent invoices are designed to slip through an approval process that is working exactly as it should: a known supplier, a low amount, nothing unusual. We check every invoice against the patterns fraudulent entities actually use, so that they don't end up in payment.

The supplier sends the invoice today and dates it two weeks ago. Your system calculates the due date from the invoice date, so payment falls due before the invoice ever comes up for review.

We compare the invoice date against the date it actually arrived, and hold anything that does not line up, with the gap shown to whoever picks it up. Plenty of suppliers do not regard this as fraud.

Someone copies a real invoice from a supplier everyone recognises, changes only the bank details, and sends it at low value to thousands of companies at once.

We check the payment details on every invoice against your own supplier registry, which we read from your system by API or a regular export. If they do not match, the invoice stops before anyone pays it.

Bank details do change legitimately, and registries go out of date. We hold suspected cases, show you the mismatch, and leave the decision to you.

Frequently asked questions

By default it is held rather than rejected, with the reason shown and the supplier notified. You decide per rule whether a failure corrects itself, pauses the invoice, returns it or rejects it. against the relevant standard on the way in and again after conversion, because conversion is itself somewhere errors appear.

In some markets, yes. In the Finnish operator network only a structurally invalid document may be rejected, never a business rule. Over Peppol, a refusal is an invoice response with rules of its own, and not every sender processes one. We will tell you what applies in each of your markets before the rule is written.

Yes, against your own supplier registry, which we read from your ERP by API or a regular export. A mismatch is never rejected automatically: a person sees it and decides, because bank details do change legitimately.

Yes. Captured PDFs run through the same rules as invoices that arrived over a network, in the same flow.

Four to six weeks in the normal case. Most of that is waiting on your supplier and reference data rather than on building rules, so the more of it you can get out of your systems early, the faster it goes.

No. Credit notes, orders and order responses, despatch advices, catalogues and shipping documents run through the same rule engine, each with its own set of rules: what gets checked on an order is not what gets checked on an invoice.

We can tell you which of them already send e-invoices to other companies on our network, and contact them in your name to ask them to do the same for you. Only suppliers we can confirm are capable get the email. Nothing goes out without your approval, and the wording is yours to set.

They tend to prefer it to the alternative, which is a credit note, a new invoice and a guess at what was wrong. The tone and the number of reminders are yours to set, and anything that will eventually reject runs soft for the first months.

Probably not. Below a few thousand documents a month the rules take more attention than they save. Start with sending and receiving instead.

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Document validation and fraud detection

We stop everyday AP headaches before they reach your team

No more missing reference numbers

Bad data stopped before it reaches your system

Fraudulent invoices caught in advance

Catch invoices you already receive

Checks every document gets

Checks against the rules you choose

Checks against your master data

What happens if a check fails?

Corrected

Paused

Returned

Taken anyway

Most corrections need no one's attention

The original document stays untouched

New rules start soft

Whether you can reject depends on the market