Construction invoice matching software that checks every line against the contract

A supplier invoice is ready to post and pay when three questions have a yes: was the material delivered to this job site?, in the quantity invoiced?, at the agreed price? Answering them takes three documents that never arrive together: the delivery note signed on site, the invoice the supplier sends to the office later, and the contract or price list with the agreed unit prices.

The words differ by market, which matters when you search for a tool or explain the process to a new team. The documents themselves do the same job everywhere.

For example: a concrete supplier sends a month-end invoice for €14,280.00 that covers 22 delivery notes across three job sites. To check it by hand, someone has to find the 22 notes (some still on site, some a blurry photo on a phone), add up the m³ per site, confirm the concrete class on each line, open the contract for the price per m³ and check that each pumping charge matches a real pour. At three to five minutes per note, that one invoice is more than an hour of work — and it is one of dozens.

In many companies the same document is also checked twice: the site team confirms quantities (“did this arrive on my site?”) and finance confirms prices and supplier details. Each team keeps its own spreadsheet, and questions travel by email until month-end.

• Delivery notes and invoices reach different people, on different dates, through different channels.
• The description on the note rarely matches the contract (“Concrete C25/30 XC2 S3” vs “CONC C25/30”).
• Monthly summary invoices mean adding up dozens of notes before a single total can be compared.
• Price lists change between contracts, and nobody has the right version open.
• One lost or unreadable note holds up the check of a whole invoice.

1. 01The site team photographs the delivery note in the chat group they already use, or someone uploads the PDF or forwards the supplier’s email.
2. 02Two AI models read the document independently and extract every line: item, quantity, unit and price. When the two readings disagree, the document goes to human review.
3. 03Each line is matched to the contract price list by meaning, not by identical text.
4. 04Ten deterministic checks (V1–V10) do the arithmetic and the identity checks listed below.
5. 05What matches goes through on its own, approved automatically. What differs goes to the review queue with the exact difference, and is resolved in one click by the person who has to decide.
6. 06Repeat documents are caught by document number or ATCUD plus supplier, and each job site’s numbers (contracted vs invoiced, pending exposure, alerts) update with every document.

The typical differences these checks surface are described in common supplier invoice discrepancies. If you want the method without software, see how to reconcile supplier invoices.

Audiree is not an ERP, an accounting system or AP payment software. It does not pay suppliers, does not issue delivery notes or invoices, is not a certified tax archive and does not submit anything to the Portuguese tax authority (AT). It does not validate ATCUD codes, QR codes or signatures with the AT — the document number and ATCUD are used to catch duplicates. It gives no tax advice: VAT rates and reverse-charge treatment stay with your accountant. There are no ready-made connectors to specific ERPs; checked data exports to CSV for Excel or for posting in the system you already use.

Audiree is built in Portugal and works today with Portuguese construction companies. Reading does not depend on a document’s layout, so delivery notes and invoices from suppliers in other countries can be read as they are. If you run projects outside Portugal, we run demos with your own documents — but we don’t claim local tax rules or integrations for your market.

If you are a contractor in the UK, Ireland, the US or Australia looking for a tool with local ERP connectors today, other products are built for those markets; we compare them honestly in Audiree vs construction software and the named comparisons such as Audiree vs Kojo.

The first step is a 30-minute demo with your own documents: bring two supply contracts and a month of delivery notes and invoices from one job site. We run the reading and checking live, and you see line by line what would go through on its own and what would go to review. After that, the platform is adapted to how your company is run (job sites, cost centres, who approves what); setting up the first job site is included in the pilot. Pricing is quoted on request, based on your volume of documents and job sites.