Process · Invoice verification

Reconcile external workforce invoices automatically

Pactos reconciles the timesheet, the approval and the invoice automatically and flags every discrepancy before it is paid.

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Reconciled line by line

matchesflagged before payment
Schematic, not to scale. The lines are examples, not an invoice.

Companies check their external workforce invoices with Pactos

Vaillantunique PersonalserviceVolvoKNUTH WerkzeugmaschinenNoerpel GruppeHive TechnologiesManpowerSCS Supply Chain StaffingBürgerTalent Spring Expertum
How it works today

This is how invoice verification runs today

Every step of invoice verification is kept in a different tool. Checking a consolidated invoice takes days, and whether everything adds up in the end is hard to reconstruct.

As a PDF by email

The consolidated invoice arrives

Hundreds of lines in one document, a different format for every provider. What has to be checked is not in the same order as in the timesheet.

On paper and in Excel

The records are hunted down

Timesheets, approvals and rates sit in different places. For every line, accounting searches by hand for what belongs together. With hundreds of lines that takes forever.

In follow-up questions

Discrepancies are clarified

If a line deviates, you have to ask the provider. Until the answer comes back the invoice sits there, while the payment deadline keeps running.

The result

Errors only come to light after payment. Reclaiming money is laborious, and controlling has no reliable figures.

Vendor Intelligence · Billing module

The module that takes over the check

Approved hours from the timesheet, agreed rates from the purchase order, the provider's invoice: Pactos reconciles them before anyone has to recalculate.

Invoice preview in Pactos: total preview across all vendors, approved hours from the timesheet, deviation in percent and open checks, with the lines per vendor and cost center below.
Module view of billing and invoice verification in Vendor Intelligence.

What automatic invoice verification gives you

Fewer errors in consolidated invoices

The system reconciles records, approvals and invoices automatically and spots inconsistencies before the payment goes out.

Approval in minutes instead of days

Correct lines are confirmed automatically. A manual check is only needed for real discrepancies.

Full cost transparency

You see on an ongoing basis what you are spending across all providers, instead of only after the check.

Audit-proof & traceable

Every approval is documented and auditable, from the record to the paid invoice.

Aerial view of the KNUTH Werkzeugmaschinen company site
20 %fewer errors in invoices
70 %time saved in processes
KNUTH
"Through the Pactos platform we not only filled 5 positions with skilled workers within three weeks, we cut costs at the same time."
Philipp Knuth
Philipp KnuthManaging Director, KNUTH Werkzeugmaschinen
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Before / after

Invoice verification with and without Pactos

Without Pactos

  • Every line has to be reconciled with the timesheet individually.
  • Discrepancies only come to light after payment
  • Every tenth invoice is faulty
  • Approval takes days, there is no view of costs

With Pactos

  • Automatic reconciliation of record, approval and invoice
  • Discrepancies flagged immediately, before they are paid
  • 20% fewer invoice errors (evidenced at KNUTH)
  • Approval in minutes, ongoing cost transparency
What exactly does the automatic check save you?Work out your savings potential in two minutes.
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An extract from Vendor Intelligence

Invoice verification does not start with the invoice. Purchase order, assignment, times and records already come together in the same system beforehand. That is what lets every invoice be reconciled automatically against the actual data.

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FAQ

Common questions about invoice verification

How does Pactos reconcile invoices automatically?
Timesheets, approvals and the consolidated invoice sit in the same system. Pactos compares every line against the stored assignment and the agreed terms and flags discrepancies automatically.
Does this also work with many providers and consolidated invoices?
Yes. It is precisely with many providers and hundreds of lines per invoice that automatic reconciliation plays to its strength. Only real discrepancies end up in the manual check.
Can Pactos be connected to our ERP?
Yes, through open interfaces to ERP, HR and time management systems. SAP remains the source of truth.
Does the check stay traceable and auditable?
Every approval is documented, from the record through the approval to the paid invoice. The whole path can be traced at any time.
How quickly can the software be introduced?
The pilot is productive within a few weeks. Interfaces and approval stages are configurable per entity and site.

Want to know more?

In a joint call we show you automatic invoice verification live.

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