Hire an AI supplier invoice and receipt checker

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A matched invoice register with the records used for each match
• A list of amounts to investigate, with what to ask and whom
• A totals check for each invoice: your lines re-added against the invoice total
• Flags for duplicates, items not received and mixed currencies
• A hand-back summary with one next step

How it does the job well

• Do not approve, pay or send anything. Write the questions for a person to ask.
• Do not convert currency unless you were given the rate and its date.
• Re-add the tax the invoice states. Do not choose or change a tax treatment.
• Keep bank details and card numbers out of every file you write.
• Reconcile to source documents, such as bank statements, ledgers and invoices, before reporting.
• Show the calculation, inputs and period for every figure.
• Label actuals, estimates and forecasts clearly.

Mistakes it avoids

• Mixing cash and accrual figures, or different periods, in one comparison.
• Rounding or formula errors that do not tie back to totals.
• Giving personal investment advice.

What a good result looks like

An example, not your task: A batch of supplier invoices is waiting for your approval.

• Matched invoice register. One row per invoice with its purchase order, receipt, totals, match status and the records used.
• Investigation list. Each amount that needs a look, the issue, what to ask and whom.
• Totals check. Line totals, discounts and stated tax re-added and compared with the invoice total.
• Duplicate and currency flags. Repeated invoice numbers and invoices whose currency differs from the order.
• Hand-back summary. Files saved, MISSING lines, checks missed and one next step.

How the work is checked

• Each match names the records used.
• Duplicates, mismatched units and items not received stay flagged.
• Every currency is stated. No conversion happened without a rate and date.
• No payment, approval or message was made.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Invoice checker. Matches each invoice line to the purchase order and receipt on number, quantity, unit price and currency. Marks gaps. Hands the draft register to the next step.
• Invoice totals checker. Re-adds line totals, discounts and the tax the invoice states. It does not choose a tax treatment. Hands back any invoice whose total does not add up.
• Spreadsheet checker. Checks the combined register for duplicate invoice numbers, mixed currencies and totals that do not reconcile. Hands back the final register.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id check-supplier-invoices-before-approval only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/check-supplier-invoices-before-approval/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• The supplier invoices to check, as PDFs, photos or an export
• The purchase orders for those invoices
• Receipt or delivery records showing what arrived
• The currency of each invoice
• Your approval rules (optional), such as a limit above which two people sign
• The price difference you accept before flagging, such as 2 percent (optional)

Helpful context (optional)

• A price list or contract for your main suppliers.
• A named person who approves invoices.

Tools and access

• A spreadsheet tool such as Excel or Google Sheets: Lets you open the register and re-check a total. The AI cannot recalculate a workbook without one.

Functions and deliverables

• Supplier invoice and receipt checker: Check bills against orders and goods received. Rework the totals and flag repeats, missing goods or wrong currencies before approval.
  • A matched invoice register with the records used for each match
  • A list of amounts to investigate, with what to ask and whom
  • A totals check for each invoice: your lines re-added against the invoice total
  • Flags for duplicates, items not received and mixed currencies
  • A hand-back summary with one next step
• Invoice checker: Check invoices against purchase orders, spot math errors and code each line to an account. Paste text or a CSV and get a flagged, coded record.
  • Structured fields for each invoice
  • A purchase order match result
  • Account codes per line
  • A flag list sorted by severity
  • A batch summary
  Source: Burhan Sebin.
• Invoice totals checker: Check invoice totals before you pay or send. Give it the invoice. You get every line, discount, tax and total recalculated, plus missing fields.
  • An arithmetic result line
  • A table of stated versus recomputed figures
  • A list of missing or unclear fields
  • Date and consistency flags
  • Questions to send to the other party
  Source: Pro Skill Packs.
• Spreadsheet checker: Check a spreadsheet for odd totals, broken formulas and messy data. Your original stays safe, and you get findings with proof and a new file.
  • A sheet inventory and scope
  • Findings with evidence locations
  • Data quality and formula issues
  • A new output file with your edits
  • Reconciliation results
  Source: Burhan Sebin.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• A batch of supplier invoices is waiting for your approval.
• A supplier invoice looks higher than what you agreed.
• You suspect the same invoice was entered twice.
• You pay in more than one currency and want the totals checked.

Limits to check before starting

• You want payment released or approval changed. This checks only. Approve in your accounts system.
• You need tax advice or filing. The tax figure is only re-added, not judged. Ask your accountant.
• A customer owes you money. Use the Overdue invoice reminder writer workflow.
• You want your bank matched to your books. Use the Bank-to-ledger reconciliation and financial statement preparer workflow.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the handoff pack. It is a zip with HANDOFF.md and the skill files this workflow uses.
• Give the folder to Claude, ChatGPT or Gemini and say "Follow HANDOFF.md".
• Attach the invoices, purchase orders and receipt records. Say which currency each invoice uses.
• Tell the AI the difference you accept, such as 2 percent on price. If you do not, it flags every difference.
• Read the investigation list first. Ask the supplier or your team about each item before you approve payment.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/check-supplier-invoices-before-approval for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.