Invoice check · for finance teams
Catch invoice overcharges before you pay them
Macaaw checks every supplier invoice against its purchase order and delivery note, line by line. Wrong prices, short deliveries, duplicates and changed bank details are flagged with the money at stake. A person always approves.
Try Business free for 30 daysSee an example
- Works with PDFs, scans and photos
- Nothing is paid automatically
- Documents encrypted
- Timber C24 · 40 × £12.50Match
- Plasterboard · £8.50 vs £8.00 agreed+£50.00
- Plasterboard · 96 of 100 delivered£32.00
- Screws · 20 × £10.00Match
Small differences add up when nobody has time to check every line
Prices creep up
A unit price a few pence above what was agreed is easy to miss on a long invoice, and it repeats every month.
Part deliveries are billed in full
When the delivery note says 96 and the invoice says 100, someone has to notice before the payment run.
Duplicates and fake invoices
The same invoice sent twice, or a “new bank account” email, are common routes to paying money you don’t owe.
How it works
Three documents in, one clear answer out
Add the documents
Upload the invoice, purchase order and delivery note in your account, or send them through the PDF API. Forwarding supplier emails is planned.
We read and compare
Supplier, numbers, dates, VAT and every line are read and matched within the tolerances you set. Uncertain readings are marked for a person to confirm.
Review and approve
See the original beside the differences, approve the right amount, ask the supplier for a credit note and export the approved invoices.
What it checks
Every invoice, the same careful checks
Prices against the order
Each unit price compared with the purchase order, within your tolerance.
Quantities against the delivery
What was invoiced compared with what the delivery note says arrived.
Totals and VAT
Lines, net, VAT and total add up, with the rounding you allow.
Duplicate invoices
Same supplier and number, or the same amount again within the days you choose.
Changed bank details
A different account from earlier invoices always needs the owner’s approval.
Missing documents
No delivery note yet? The check waits and reminds you, instead of being approved blind.
An example
A builders’ merchant invoice, checked
The plasterboard was agreed at £8.00 a board; the invoice charges £8.50, and only 96 boards were delivered.
| Item | Ordered | Delivered | Invoiced | Result |
|---|---|---|---|---|
| Timber C24 4.8 m | 40 × £12.50 | 40 | 40 × £12.50 | Match |
| Plasterboard 12.5 mm | 100 × £8.00 | 96 | 100 × £8.50 | Price +£50.004 not delivered · £32.00 |
| Screws, box of 200 | 20 × £10.00 | 20 | 20 × £10.00 | Match |
| Total with VAT | £1,800.00 | £1,860.00 | Pay £1,761.60 · ask for £98.40 credit |
Who it’s for
For teams that pay supplier invoices every week
Small finance teams, bookkeepers and accounting firms that check invoices for their clients, and businesses that order materials and services against purchase orders.
Safe by design
- A person always approves. Nothing is approved or paid automatically.
- Approval levels by amount, with an optional second approver for large invoices.
- Every action in the audit log: corrections, notes, approvals and exports.
- Documents encrypted and deleted on your retention rule. Our staff never see their contents.
Pricing
Part of Macaaw Business
50 checks a month are included for each user, shared across the workspace. Extra checks cost 5 credits each, about £0.05.
Business plan
£9.99per user a month, VAT included
- 50 invoice checks per user a month, pooled
- Then 5 credits per check (about £0.05)
- Free for 30 days
- Export to CSV and Excel; accounting software connections are planned
Questions
Questions
Does Macaaw pay invoices or approve them on its own?
No. Macaaw reads and compares the documents and shows the differences. A person in your team decides and approves; payment stays in your bank or accounting software.
What if the reading is wrong?
Every field has a confidence level. Uncertain readings are marked “to check”, shown next to the original, and anyone reviewing can correct them. Corrections are kept in the audit log.
Do I need a delivery note for every invoice?
No. Without one, the check compares the invoice with the purchase order and waits for the delivery note if your rules require it. Suppliers of services can be checked against the order only.
Which accounting software does it work with?
Approved checks export to CSV and Excel today. Direct connections to accounting software are planned; tell us which one you use.
Where are our documents kept?
Encrypted in your workspace’s cloud library and deleted when your retention rule says. Macaaw staff can see file names and sizes for support, never the contents.
Check your next supplier invoice in minutes
Upload one invoice with its order and delivery note and see what it finds.