Invoice checker

Demo with made-up bills

Bills to pay

SupplierInvoice numberDateTotalStatus

Made-up suppliers, orders, prices and GST numbers. Nothing is sent or stored.

Invoice

You can change any number on the invoice. The check updates as you type.

New check

Enter one purchase order and its invoice. Nothing you enter here is saved or sent. It stays in this page until you reload it.

Lines

Paste rows copied from a spreadsheet into any cell. The columns are item, ordered quantity, order price, invoiced quantity and invoice price. Leave the invoiced cells empty for an item that was not invoiced.

The subtotal, GST and total are worked out from the invoiced lines. You can change them on the invoice afterwards. Reset removes bills you have entered.

Keyboard shortcuts

j or DownNext bill
k or UpPrevious bill
aApprove the bill
hHold the bill
?Show this list
EscClose this list

The keys do nothing while you are typing in a box.

About this demo

Matching supplier invoices to purchase orders was part of my job as a Purchaser at Häfele. This demo matches each invoice to its purchase order line by line and checks it against Inland Revenue's tax invoice rules. It lists what a person needs to look at before the bill is paid.

It uses written rules, not AI. It runs in your browser, and nothing you type is sent anywhere. Approve and Hold only change this page.

GST number check

GST numbers use the same check digit as IRD numbers, so a mistyped number usually fails it.

Type or paste a GST number to check it.

How it checks

CheckHolds the billOnly a note
Order number and supplierEither one is different from the purchase order.Never
PriceThe invoice price is higher than the order price.The price is lower, or the difference is under the cents tolerance or inside the percent tolerance.
QuantityMore is invoiced than was ordered.Fewer is invoiced, as the rest may come later.
LinesAn extra line, or the same item on more than one line.A line on the order is not on the invoice.
A possible duplicateThe same supplier with the same invoice number, or the same total within 5 days.Never
GST and totalsGST is not 15% of the subtotal, to within a cent, or the totals do not add up.Never
Supplier's GST numberOver $200, the number is missing or fails the IRD check digit.Never
Invoice dateThe invoice does not show the date it was issued.Never
Your detailsOver $1,000, your business name or one identifier, such as an address or NZBN, is missing.Never

What it does not do

  • It does not check the goods receipt, so it is a two-way match, not a three-way match.
  • It does not read PDF invoices. The numbers are typed in.
  • Money is held in whole cents, so the sums are exact. 72 automated tests cover the rules, the extra features and every sample bill.