Typical situations in these industries: what arrives, where it
breaks, and what changes.
Freight & haulageFits: ~35 people · two entities · United States
Invoices that arrive as photographs, at night
What arrives
Fuel, repair and toll invoices photographed by drivers into a dispatcher's
messenger, plus carrier invoices by email.
What breaks
Nothing posts until someone opens each photo, decides which entity it
belongs to and types it in. Documents scroll away in the chat and surface
at month end.
What changes
Both channels read automatically and matched to the right entity's vendor
list. A photo too dark to read comes back as “amount unclear” — never as
a guess.
Property managementFits: ~18 people · ~40 buildings · United Kingdom
Many small invoices, and the question is always “which property”
What arrives
Contractor, utility and maintenance invoices across several dozen managed
buildings. Small amounts, mostly monthly.
What breaks
Typing is the smaller half. The real work is deciding which property and
cost code — decided from memory, and it flows into what each landlord is
billed.
What changes
Coding becomes confirmation rather than recall. The past pattern is offered
with its basis — “this property 7 times out of 8” — and never applied
silently.
Accounting practiceFits: ~25 people · ~60 client ledgers · Netherlands
Every client is a different document format
What arrives
Purchase invoices for around sixty small companies. Each sends them a
different way, and each has its own ledger and supplier list.
What breaks
Junior staff spend their first year keying documents. Volume peaks in the
same week for every client at once, because the deadline is shared.
What changes
One pipe per client with that client's own vendor list, so a supplier
matched for one company is never confused with a similar name at another.
The peak flattens.
Metal fabricationFits: ~60 people · order-driven · United States
The invoice is right. It has already been paid.
What arrives
Steel, tooling, consumables and subcontract work, largely against purchase
orders, plus a long tail of small suppliers.
What breaks
Suppliers re-issue and re-send. A statement copy arrives after the original
was paid; a re-issue carries a new number for the same work. The system's
own duplicate check compares fields literally and lets both through.
What changes
Every document checked against payment history two ways, with vendor names
normalised so spelling differences don't hide the pair. Repeats stop at the
door.
Construction & fit-outFits: ~45 people · several dozen trades · Ireland
A familiar supplier, an unfamiliar bank account
What arrives
Subcontractor applications, materials invoices and plant hire, mostly as
PDFs by email from several dozen trades across live sites.
What breaks
Payment details are taken from whatever arrived. A supplier who has
invoiced for years sends one invoice with a different account on it, and
nothing in the process compares that account to the one on file.
What changes
Bank details on every document checked against the vendor record before
posting. A change stops the invoice and shows both accounts side by side
— the one on file and the one printed.
Restaurant groupFits: ~50 people · four sites · Germany
Delivery notes, invoices and statements, all in one inbox
What arrives
Food, drink and cleaning deliveries several times a week at each site
— dozens of small documents, plus a monthly statement per supplier.
What breaks
Not everything in the pile is an invoice. Delivery notes and statements
repeat amounts already posted, and at this volume the difference stops
being noticed. The same delivery gets paid twice.
What changes
Each document is classified before anything is read out of it. Statements
and delivery notes are set aside, and what remains is checked against
payment history rather than by invoice number alone.
Wholesale distributionFits: ~40 people · ~200 open orders · Poland
What was ordered and what is billed drift apart
What arrives
Supplier invoices against a few hundred open purchase orders, plus freight
and customs charges that carry no order at all.
What breaks
Comparing each invoice to its order is the first thing dropped when the
queue is long. Short shipments, a price change agreed by phone and freight
billed twice all pass, because nobody put the two documents next to
each other.
What changes
Every invoice reconciled to its order both ways, inside a tolerance you
set. Within it nothing is raised; outside it the document stops and both
figures are shown. Invoices with no order are routed, not guessed.
Your industry not on the list? This isn’t fixed to
industries. It’s built around what goes wrong with the documents
themselves.