F1Finance and administrationSupplier invoice check
Check a supplier invoice before you book or pay it
An invoice has arrived — the SdI XML, a foreign supplier's PDF, a paper one. Before you register or pay it, it tells you whether the figures add up, what is odd and what you must do: withholding, VAT to integrate, stamp duty.
The problem
An invoice with an IBAN that isn't the usual one, foreign VAT to self-assess, withholding tax to pay by F24: these are things to see before the transfer, not after. Checking every invoice line by line by hand takes time the office does not have.
Who it is for, and when
- Who it is for
- Whoever runs administration and books supplier invoices in a 5–50 person company, and the accountant's assistant who checks them for clients.
- When
- Every time an invoice arrives — from SdI, as a PDF from a foreign supplier or on paper — before booking it and before paying it.
What you give it, what you get
You give it
The SdI XML (signed .p7m too), a foreign supplier's PDF or the photo of a paper invoice, and the date you received it.
You get
On top, the verdict — in order, to check, or not to book — with the warning that matters; then what to pay and by when, the withholding to pay over, the VAT to integrate with its TD type and deadline, the stamp duty, the data for booking.
How it works, in three steps
- Upload the invoice: XML, PDF or photo
- Read the verdict and the warning on top
- Book it, or pass the warning to whoever pays
On its own, in a flow. Connect it to a webhook: an invoice in order goes to the payment schedule; with VAT to integrate (TD16–TD19) it asks you to confirm taxable amount, VAT and deadline; if something needs checking, it first writes to you with what.
The rules it applies
In the agent's own words: what it checks and what it never does.
- SdI XML (signed too), foreign PDFs, paper invoices
- What to do: F24 withholding, VAT to integrate, stamp duty
- Flags a second IBAN, a Skonto, a foreign VAT
- Every total is recalculated from the lines and compared with the printed one; what cannot be read stays empty and is said in the notes, never invented.
A real example
A case from the demo catalogue, with anonymised documents.
The invoice with one IBAN too many
The invoice for the QS-2 switchboard comes in from the SdI: 3,207.60 € at 60 days, stamp duty included. In the text the supplier announces a new IBAN, but the payment details still carry the old one.
The recorded result
Invoice read: check it before paying.
real time 1 min 1 s17 credits
Frequently asked questions
What happens if the invoice carries a different IBAN?
The agent flags it among the warnings, like a Skonto or foreign VAT: it is one of the checks it runs on every invoice. The payment stays with you — the platform never moves money.
What does it cost, and how long does it take?
Usually 19–40 credits an invoice (≈ €0.78–1.65) and 2–4 minutes. It depends on the document: many lines, a multi-page PDF or a photo cost more than a short XML. The recorded example cost 27 credits in about 2 minutes.
Can it run on its own, in a flow?
Connect it to a webhook: an invoice in order goes to the payment schedule; with VAT to integrate (TD16–TD19) it asks you to confirm taxable amount, VAT and deadline; if something needs checking, it first writes to you with what.
Who checks what the agent did?
You do — and it takes a minute, not an afternoon. Every run is a trace: the live timeline, each tool call, each document read, the cost per step, the confidence and sources. Actions that leave the building wait for your approval. The platform never sends, never touches a live store, never moves money.
Where does my data live, and how do you handle GDPR?
Your data is stored in the EU, on one server in Germany. The EU/US data-region setting limits which models an agent can be saved with, not where your data is stored. A no-retention mode and a local runner on your own machine are available. Your plan sets how many days your data is kept — you can change it — and when they run out it is deleted automatically. You download each run's results and delete files, agents and connections in the console; an owner deletes the whole workspace and each person their own account from Settings. The “Your data” page names the services that handle your data.
Guides on this job
Related agents
- F2Bank reconciliation and open itemsTells who has really paid and what is really open, from the bank export and the management software's open items.
- F3Overdue receivables and remindersTells who is really late, with what the bank shows paid taken out, and drafts the right letter for each client with the late-payment interest to the day.
- F4Monthly report and cash forecastThe month on one page — turnover, collections, overdue, cash, the VAT of the 16th — and the week the account goes below zero, from the files the firm already has.
Try it on your own documents
The demo shows the recorded cases without an account; with your own workspace you run it on your files.