A better invoice check starts with three records.
Bring the agreement, delivery record and invoice into one review, so every difference has context and a clear next step.
An invoice tells you what a supplier has charged. It cannot, by itself, tell you whether that charge matches the agreement or what arrived. A useful review brings those records together before anyone decides that a line is wrong.
Keep the agreement, delivery evidence and invoice line together. A difference is a question to investigate, not a conclusion.
Start with the right version of each record.
Choose one invoice and identify the agreement that applied to that purchase. It might be an accepted quote, a dated price list or a purchase order. A newer price list is not automatically the right reference for an earlier delivery. Keep the effective date and any agreed exceptions with the document.
Then find the receiving record: the delivery note, goods-received entry or other evidence your team uses to record what arrived. A supplier’s dispatch note and your team’s receiving record may describe different events. Keep both when that distinction matters.
Finally, connect the invoice to those records using the supplier, site, order reference and delivery date. Similar product names are not enough to establish a match. If the connection is uncertain, record that uncertainty instead of forcing a comparison.
Compare a line, not just the total.
Work through product, quantity, unit and price in that order. Confirm that a case on the invoice means the same case size as the agreement. Check whether a weight refers to an individual item or the whole delivery. Only then compare the figures.
In Margevia’s fictional Greenfield example, the agreed chicken price is €8.40 per kg and the invoice shows €9.10 per kg for 120 kg. The difference is €84 on that line. A separate olive-oil difference adds €12, bringing the sample invoice’s flagged amount to €96. These are amounts to review, not credits received.
Swipe sideways to see the full table.
| Record | Question it helps answer |
|---|---|
| Agreement | What product, unit and price were agreed? |
| Delivery evidence | What quantity was actually received? |
| Invoice | What product, quantity and price were billed? |
Write down what needs resolving.
A useful exception note is specific: invoice reference, line item, expected figure, invoiced figure, difference and links to the supporting records. Add the name of the person who will investigate and the next action. This gives a colleague enough context to continue without rebuilding the review.
Avoid turning an uncertain match into an accusation. A pack-size change, replacement product or documented price revision may explain the difference. If the evidence supports the charge, close the exception with that explanation so it does not keep returning to the queue.
Make the first review easy to repeat.
Start with a small set of invoices from one site and a few suppliers. Notice where the work slows down: finding the agreement, understanding a unit, locating a receiving note or deciding who should follow up. Those observations are more useful than a large pile of unexplained flags.
A repeatable review leaves two things behind: a clear reason for every exception and a clear next step for every unresolved one. Margevia’s preview lets you explore that approach with fictional records before considering how it might fit your team.
Try the idea with a sample invoice.
Explore the Margevia preview with fictional records and visible source evidence.
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