Hire an AI supplier invoice exception reviewer

Everything it can hand back

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

• A list of new exceptions, each with its type and what would fix it
• Items closed since last time, with the proof that closed them
• A list of invoices ready for your approver, and a list that stays blocked
• An updated exception ledger for the next run
• A run log showing what was checked and what was not

How it does the job well

• Do not invent amounts, receipts, vendor IDs or approvals.
• Do not choose a tax treatment. Check only that stated tax and totals add up.
• Never change the source files. Save the ledger and outputs under new names.
• 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.
• Send tax, legal and regulatory questions to a qualified professional.

Mistakes it avoids

• Treating a passed review date as resolution.
• Treating a clean arithmetic check as approval to pay.
• Copying bank details or other sensitive data into files.
• Repeating an old exception as a new one.
• Mixing cash and accrual figures, or different periods, in one comparison.
• Rounding or formula errors that do not tie back to totals.

What a good result looks like

An example, not your task: A new batch of supplier invoices arrives and needs checking before approval.

• exception-ledger.csv. One row per exception with vendor ID, invoice ID, amount, type, state, evidence and review date.
• new-exceptions.md. This run's new exceptions, each with its type, the records behind it and what would fix it.
• resolved-items.md. Exceptions closed since last time, with the evidence that closed each one.
• approval-review-list.md. Invoices ready for your approver to review, and invoices that stay blocked with the reason.
• run-log.md. What was checked, what was skipped as unchanged, missing facts and checks not done.

How the work is checked

• Totals tie out, and differences are explained line by line.
• Forecast assumptions are listed and easy to change.
• Anything not checked by a qualified person is marked as needing review.
• 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

• Read the ledger. It keeps vendor ID, invoice ID, amount and currency, exception state, evidence and review date for each invoice. Unchanged invoices are skipped.
• Find new or changed invoices. A new invoice ID, changed supporting evidence or an exception that reached its review date puts an invoice in scope.
• Check identity and duplicates. It checks the required fields. Then it looks for the same vendor and invoice number, and for the same vendor and amount under another number.
• Recompute the sums. It recalculates lines, discounts, stated tax and totals. It does not choose a tax treatment.
• Match to orders and receipts. It checks that a purchase order exists, the price matches, the goods were received and the vendor is on your list.
• Close only with proof. An exception closes when you supply a corrected invoice, credit note or receipt. A passing date closes nothing.
• Prepare the approver list. Invoices with no open exceptions are listed as ready for review. Conflicting records stay blocked.

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 recurring-invoice-exception-review-assistant 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/recurring-invoice-exception-review-assistant/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 new supplier invoices for the batch
• Purchase orders and goods or service receipts for those invoices
• Your approved vendor list, with vendor IDs
• The name of the person who approves payment
• Last time's exception ledger (optional on the first run)
• How close two invoice dates must be to count as a possible duplicate (optional)

Helpful context (optional)

• Credit notes and supplier statements.
• Your accounting export of invoices already paid.
• A list of vendors on hold.

Tools and access

• Claude, ChatGPT or Gemini with file upload: It reads invoices, orders and receipts together and does the sums.
• A spreadsheet tool such as Excel or Google Sheets: Your ledger is a file you can sort and filter by state or vendor.
• 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 exception reviewer: Track new invoice issues and recheck changed evidence. Keep arithmetic, goods received and payment approval separate.
  • A list of new exceptions, each with its type and what would fix it
  • Items closed since last time, with the proof that closed them
  • A list of invoices ready for your approver, and a list that stays blocked
  • An updated exception ledger for the next run
  • A run log showing what was checked and what was not
• 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 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.
• 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.
• 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 new batch of supplier invoices arrives and needs checking before approval.
• You are closing the month and need to know which exceptions are still open.
• A supplier sends a corrected invoice or a credit note for an earlier exception.
• Your approver asks which invoices are ready for review.

Limits to check before starting

• This is your first check and you have no ledger yet. Use the Supplier invoice and receipt checker workflow.
• You want the sums on one invoice rechecked. Use the Invoice totals checker.
• You want to chase customers who owe you. Use the Late invoice and cash forecast reviewer.

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 pack from this page and add it to your AI. If you cannot add it, paste SKILL.md into a new chat.
• Attach the new invoices, the purchase orders, the receipts and your approved vendor list. Leave out bank account details.
• Attach last time's exception ledger, or say this is the first run. Name the person who approves payment.
• Say "Check this batch. Add new exceptions to the ledger. Do not approve or pay anything." Your AI asks once for anything missing.
• Open new-exceptions.md first. Check each one against the invoice itself.
• Give approval-review-list.md to your approver. Keep exception-ledger.csv for the next batch.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/recurring-invoice-exception-review-assistant 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.