Have an AI compare two ledgers and show only the invoices left to approve

sweetmelon team · Finance

A renovation runs through two sets of books: yours, and the property manager's, who has already paid some of the same invoices. A stack of 150 invoices lands for approval and you have no idea which ones the agent settled last month. Export the supplier ledger from their system, put your own invoice list beside it, and have an AI match the two. Tell it what counts as the same invoice, usually the invoice number with the amount and date agreeing, rather than leaving it to decide. Ask for the list of invoices that appear only in yours, the ones you actually have to approve. A list of duplicates leaves you working backwards through everything else; a list of what to act on is the thing you can take into the approval run. Anything that nearly matches goes in a third pile for you to read: same amount and date, different reference, or one invoice split across two payments. Those are where a double payment actually hides. You come out with a short pile to approve and a small pile to look at, instead of 150 you can't tell apart.